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Choosing the right document scanning company can be a daunting task. With so many providers out there, it’s important to do your research and find the one that best meets your needs. In this article, we’ll discuss some of the key factors you should consider when choosing a document scanning company in South Carolina.
Determining Your Needs
The first step is to determine your document scanning needs. Consider how much paper you need scanned, what type of documents you need to be scanned (such as legal documents, medical records, etc.), and how quickly you need the job done.
This will help narrow down the list of potential providers and ensure that you only look at companies that have experience with the type of scanning project you need completed.
Remember, there are a variety of documents that can be scanned to streamline business processes, including:
- General business documents
- Medical records
- Financial services documents
- Mortgage documents
- Loan documents
- Human resources documents
- Accounts payable invoices
- Government documents
- Student records
- Mailroom scanning
- Large format drawings
Experience and Reputation
Once you have identified potential candidates, it’s time to do some research into their experience and reputation. Look for reviews from past customers and ask for references from current ones.
Make sure to check out each provider's website to get an idea of their track record and level of expertise in document scanning projects similar to yours.
Security and Compliance
Security and compliance are essential when choosing a document scanning provider. Look for companies that are compliant with regulations like HIPAA and SOC 2 Type 2, as well as those that offer encryption services for sensitive data.
You should also inquire about any additional security measures they may provide, such as background checks on employees or secure data storage facilities.
Understanding Their Document Scanning Process
It’s also important to understand the document scanning process each provider uses so that you can make sure it aligns with your specific needs.
Ask questions about which software they use, how they handle indexing, quality control processes, turnaround times, etc., so that you can have a clear understanding of what is included in their services before making a decision.
Encouraging a Tour of the Scanning Facility
Finally, if possible, try to arrange for a tour of the scanning facility before committing to any particular provider. This helps give you peace of mind knowing exactly where your documents will be stored and who will be handling them during the entire process from start to finish.
Choosing the right document scanning company can seem overwhelming at first, but by following these steps—determining your needs, researching experience and reputation, understanding security & compliance standards like HIPAA & SOC 2 Type 2 compliance requirements, understanding their document scanning process, and arranging for a tour—you’re likely to find one that meets all your needs quickly and efficiently.
If all else fails or if you just don't know where to start looking, then contact DocCapture, who can help connect you with some of the best document scanning companies in South Carolina.
Looking to scan your documents? Let's get you a quote!
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