Florida’s Premier Source for Digital Document Scanning Services and Web-Based Document Solutions.

Because document scanning companies are often handling confidential paper documents, it is important that they carry the right types of insurance, which includess, but is not limited to. Professional Liability Insurance, Errors and Omissions, Cyber Liability, and Valuable Papers Insurance. It is also important to see their Certificate of Insurance to see coverage amounts.

• Have they ever gone through a SOC 2 Audit in the past? To learn more, visit American Institute of CPA’s information on SOC 2 Audits
• If it is a medical project, are they HIPAA compliant, and HIPAA certified? Do they have an updated Business Associate Agreement required by HIPAA?
• Do they perform criminal background checks on employees? How often is this done? Can they provide documentation?
• Will they provide you with their security procedures and protocols manual?
• Do they have a disaster recovery plan in place?

Are they flexible in its pricing models? Do they offer pricing per page, per file, and per box for their document scanning services?

When considering pricing, review your documents to determine if many of them are printed on both sides (duplex). This is because if you are billed per page, this could potentially double your costs, even though the workload and time required for the service company remain relatively constant. In such situations, we suggest inquiring about per-box pricing as an alternative.”

• Do they look at every image to make sure it turned out ok, or do they just spot-check?
• Do they also do this for the indexing information?
• Do they separate the areas of production so that a different worker is working on a different
  step to check the work of the previous step (indexing, prepping, scanning, quality assurance/ quality control,
  output)?

• Does the scanning company look at every image to make sure it turned out ok, or do they just spot-check?
• Do they also do this for the indexing information?
• Do they separate the areas of production so that a different worker is working on a different
  step to check the work of the previous step (indexing, prepping, scanning, quality assurance/ quality control,
  output)?

The recognized industry standard for high-quality images is 300 DPI (dots per inch). It’s essential to inquire with the scanning service provider whether they adhere to this 300 DPI standard. Some providers may opt for a quicker scanning process at 240 DPI, but it’s important to note that this may compromise image quality and result in less accurate Optical Character Recognition (OCR) Click here to learn more about proper scanning resolutions.

Most companies include OCR services so that your scanned images are text searchable. To learn more about OCR, click here!

For backup redundancy purposes, ask whether the document scanning services include securely storing a redundant copy for disaster recovery purposes. Also, ask how long they will keep the copy of the scanned images and metadata and how that information will be saved and secured.

Before you make a decision regarding document imaging services, make sure that they have been in business for a while. Document scanning projects need to be done right the first time … because there often is no next time. Look at their history, whether they’ve been involved in any lawsuits and the types of companies they worked for in the past. The 3 reference rule is always a sound idea.

It is important that the company you choose has experience with servicing a company or organization like yours. Most of the time, digital images are replacing their paper counterparts, so getting it right the first time is of the utmost importance! Moreover, having a company that has performed services for your industry will help in making sure it is done as quickly and precisely as possible.