Mitch has served as Chairman and Committee Member of the AIIM Document Management Service Bureau Executive Forum. He speaks at various industry seminars and trade shows.
Readers who are in the document channel should check out the DMSPEF event this year in Scottsdale on November 5-7. It is the oldest and best event for senior executives in the document channel.
8 Things to Look For In a Document Management Service Provider
Not every document management company has the expertise and flexibility to meet your firm's needs. Follow these guidelines to choose a document scanning and document management service provider that will help your company operate more efficiently, improve your bottom line and strengthen your competitive position; now and as you plan for growth in the future.
1. Focus and Experience.
Choose the service provider with the most experience, and look for companies for which document scanning is their primary focus. You can purchase copiers elsewhere; you want a document imaging provider that has built its reputation on providing quality document scanning, document indexing, and document management services.
Make sure your potential document scanning provider offers strong references from firms in your industry or from firms using their services for similar applications. For example, if your company will be incorporating document scanning and electronic document management in the accounts payable department, do they have a reference from another firm doing the same?
2. Flexibility of Services.
Does the service provider offer several solutions for your document imaging and management needs? Steer clear of companies that require your firm to change its processes to fit their solutions. A top-notch document scanning firm works with every client to provide the services that best fit their current and future requirements. This means having the ability to seamlessly incorporate additional projects and people.
3. On-Site and Outsourcing Options.
One of the ways a professional document management company meets every client's needs is by offering both on-site and outsourced scanning options. Whether your documents must remain on-site, can be processed at an off-site document scanning facility, or a combination of both, your document imaging supplier should be able to meet your requirements. Additionally, document management software for the storage, retrieval and distribution of your documents should be available as a web-based repository, or as an in-house solution running on your internal infrastructure.
4. Reliability.
Whether you choose an in-house or outsourced solution, does the service provider deliver what it promises? A professional document imaging company should provide quick turnaround on document scanning, meet the deadlines set by clients, provide 99.9% uptime or better on its web-based document management repository, and be responsive to both service issues and additional needs.
5. Local Offices.
Look for a company within a 50-100 mile radius of yours to avoid interruption in your key business processes. Easily accessible production facilities and customer service teams promote peace of mind when you're handing over control of mission-critical documents. You should also visit the document scanning facility before you award a project to observe the integrity of their operations, quality control procedures and production process.
6. A Secure, State-of-the-Art Document Processing Facility.
A well-run facility should be designed for unprecedented speed, efficiency and security, and certified by one of the leading document scanning manufacturers. A top-notch facility should offer:
- Massive Processing Capability
- Uninterrupted Service
- Failsafe Security
- Optimized Workflow
- Maximum Productivity
7. Client-Focused Services.
Scanning and indexing a document are only the beginning of a solution; look for a company that understands how your business works and the role that the document management solution will play in improving your business processes and bottom line. Client-focused services such as on-site staff training are standard when working with a professional document management company. Beyond training, there should be a single point of contact ensuring your complete satisfaction with the quality, accuracy and timeliness of every project.
8. Great Value.
While cost should not be the only factor when selecting a document-imaging provider, a company worth your business will offer cost-sensitive, expandable services that won't destroy your bottom line. Be wary of high-cost add-ons and vague promises of affordable services as you grow. A great document scanning company will spell out projected costs up-front, stand behind its commitments and show you a quick Return on Investment.
Document scanning can increase staff productivity, lower overall costs and position your company for expansion without growing pains. By carefully weighing service providers against the 8 guidelines above, you're assured of a document management solution that best fits your business plan and bottom line.
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AIIM's Document Management Service Providers Executive Forum provides owners and senior managers in document imaging/ conversion/ preservation services with highly educational and vendor-neutral instruction. As an ideal peer-to-peer networking event, the Forum fosters mindshare to compare past experiences and ideas for future business development.
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- 8 steps you can take to better manage your inbox
- 8 things you need to know to build an ECM strategy
- 8 things vendors need to know about selling document management to small businesses
- 8 things you need to know about SharePoint governance
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- Some musings about the future of ECM
- 8 things you need to know about using ECM for regulatory compliance
- 8 things small businesses need to know about document management
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If you are dealing with very important documents or classified information it is imperative that your scanning company does not make any mistakes. So it is very important in this case to shop around and find out what policies they have regarding mistakes and compensation.
Posted by: Lisa @ Microfilm scanning | July 16, 2009 at 02:47 AM
Something that you may need to consider is if you want your documents to be altered easily after scanning. Some scanning services provide OCR so that your text documents can be edited in Word etc.
Posted by: Lisa @ Microfilm scanning | August 03, 2009 at 01:12 AM
Both these points are good ones, Lisa. Thanks for posting them.
Posted by: John Mancini | August 12, 2009 at 11:02 AM
Hey this information is very useful.A good service provider can provide you with the fastest most efficient service, along with all good features.
Posted by: document management services | March 29, 2010 at 05:18 AM
For great scanning and document management services, check out www.scanmountain.com. Online for easy access, but the site has miltary-grade encryption for those who want the best when it comes to online security. I've been very happy with their services. ^_^
Posted by: Jena | April 26, 2010 at 05:44 PM