Is the Miami scanning company adaptable in its pricing structures? Do they provide options such as pricing per page, per file, or per box?

When evaluating pricing options, it’s beneficial to assess your documents for double-sided printing (duplex). This is important because if you’re charged per page, it could potentially double your expenses, even though the service company’s workload and time investment remain relatively consistent. In such cases, we recommend exploring the possibility of per-box pricing as a more cost-effective alternative.

As document scanning companies frequently deal with sensitive paper documents, it’s crucial for them to maintain the appropriate insurance coverage. This typically includes, but is not restricted to, Professional Liability Insurance, Errors and Omissions Insurance, Cyber Liability Insurance, and Valuable Papers Insurance. Additionally, it’s essential to review their Certificate of Insurance to confirm coverage amounts.

Here are some critical questions to consider when evaluating a potential Miami Scanning Company:

1. SOC 2 Audit: Have they undergone a SOC 2 Audit? For further information, you can refer to the American Institute of CPA’s information on SOC 2 Audits
2. HIPAA Compliance: If your project involves medical data, are they compliant with HIPAA regulations, and do they hold HIPAA certification? Do they maintain an up-to-date Business Associate Agreement as mandated by HIPAA?
3. Employee Background Checks: Do they conduct criminal background checks on their employees? How frequently are these checks performed, and can they provide documented proof?
4. Security Procedures: Will they share their security procedures and protocols manual with you, so you can assess their commitment to safeguarding your data?
5. Disaster Recovery: Do they have a robust disaster recovery plan in place to ensure business continuity in the face of unexpected events?

These questions are crucial for ensuring that your partner aligns with your security, compliance, and operational requirements.

Do they thoroughly review each image to ensure its quality, or do they rely on spot-checking? Is the same level of scrutiny applied to indexing information as well? Do they implement a separation of tasks in their production process, with different workers handling distinct steps to validate the work of the previous stages (including indexing, preparation, scanning, quality assurance/quality control, and output)?

• Does the Miami 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)?

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

The established benchmark for superior image quality is 300 DPI (dots per inch). It’s crucial to ask the scanning service provider if they uphold this 300 DPI standard. While some providers may choose a faster scanning process at 240 DPI, it’s worth noting that this can potentially impact image quality and lead to less precise Optical Character Recognition (OCR). Click here to learn more about proper scanning resolutions.

To ensure backup redundancy, inquire with the document scanning provider whether they maintain a duplicate copy. Additionally, seek information about the duration for which they retain copies of scanned images and metadata, and inquire about the methods employed for secure storage and protection of this data.

Selecting a Miami scanning company with a proven track record of serving businesses or organizations similar to yours is paramount. As digital images increasingly replace paper documents, achieving accuracy from the outset becomes paramount. Furthermore, engaging a service provider experienced in your specific industry will contribute to swift and precise execution.

Prior to finalizing your choice of document imaging services, it’s crucial to ensure they possess a substantial track record. Document scanning projects demand precision from the outset, as there may not be an opportunity for a second attempt. Assess their historical performance, any legal involvements, and the diversity of companies they’ve collaborated with previously. Adhering to the ‘three-reference rule’ is consistently a prudent approach.