Document scanning is something that sounds straightforward enough, to the point where you feel capable enough to perform the task in-house. However, there's actually a lot more involved with it than you may think. Here at SPS, formerly Cleardata, we have a high-production document scanning bureau on hand, allowing us to scan images to the very best quality standard.
We handle millions of documents in a way that is safe and secure. The business is Data Protection Act registered and accredited to ISO27001 for information security and Cyber Essentials Plus, to ensure compliance and reduce risk.
We have dedicated document scanning facilities available using the latest high-speed Kodak, IBML and Opex scanning technology. Our assured processes include preparation, scanning, quality checking, digital indexing and publishing.
Scanned images are quality checked by two separate individuals and digitised to BS 10008 for legal admissibility, something that not every company considers when performing in-house document scanning.
As such, it may take far longer to scan images in-house, and quality assurance can be an issue, with rescans taking up a lot of your time for your team. That's why many businesses, regardless of the industry, look to outsource their document scanning to a professional bureau. If you're still not sure about whether or not to outsource your document scanning to a specialist business, then here are five reasons to do so:
1. Outsourcing document scanning can save you money
In-house document scanning, whether you pay an entire department to do it or make it a part of your employee's role, is often not the most cost-effective way of completing this time-consuming task. Think about the time taken to scan documents every day, including time for re-scans due to quality issues.
Scanning documents in-house can take a significant amount of time away from other roles and responsibilities, leaving a gap for tasks that will add more to your business bottom line. Redirect your team to carry out more value-added business tasks.
Consider scanner purchasing, leasing and maintenance costs for your in-house fleet. SPS has invested in the latest scanning technology, offering high productivity levels, using our fleet of IBML Fusion, Kodak and Opex technology.
In the long run, an outsourced document scanning department can save your organisation money, allowing you to have a dedicated budget for the outsourced scanning service, rather than pay your own workforce to do it for you.
2. Looking to make your operations more time-effective & streamlined?
Outsource document scanning services. One of the major requirements when it comes to document scanning is how long it takes to complete the task at hand. Businesses need document scanning to be done in quick time, and with absolute accuracy. Document scanning services from SPS will help to do just that. Our outsourced document scanning service is so efficient that we are able to capture over 132 million images a year!
Not to mention, all of the digital images scanned are checked by two separate operators and to the BS 10008 standard for legal admissibility, ensuring exceptional quality assurance for your peace of mind. When completed in-house, you're less likely to get the same results. Our IBML scanning fleet digitises over 730 pages per minute, uses advanced OCR accuracy and features 7 ultrasonic double feed detectors, which minimise the number of potential post-scan issues.
Scanned image quality is important, with in-house workforces often wasting time on re-scans due to poor quality equipment or lack of document preparation. SPS is able to digitise your documents in a short time, without compromising on the quality of the images or the excellent customer service we're proud to provide.
3. Save valuable office space with outsourced document scanning
Document scanning can help you reclaim valuable office space that is otherwise occupied by a substantial amount of archived paperwork.
Often companies fix this issue by storing documents in lock-ups or empty premises, but ultimately this can be difficult to manage from a compliance, document management and physical file retrieval point of view. Consider the cost and time wasted by staff running back and forth between the office and other sites, as well as time spent trying to find documents, which can often be mismanaged.
Whether you're looking to fit more people in your offices, or downsize to smaller premises. Save office space with outsourced document scanning services from us here at SPS. Our team will be happy to help scan your back archives of paperwork.
4. Improve compliance - outsourced document scanning
Compliance is a key consideration when choosing your outsourced document scanning bureau. SPS is a Data Protection Act-registered business. Our Director of Governance & Compliance is a qualified Data Protection Officer with experience in police, healthcare, public and private sector and maintains our framework for compliance and accountability under the UK GDPR and DPA2018.
The business is assured to ISO27001 and BS 10012, the Personal Information Management System, aligned with UK data protection laws.
Once scanned, you can restrict access to your digitised paperwork using a cloud document management system. SPS offers Cleardox EDM, which provides flexible access from any location.
5. Benefit from our experience
SPS's scanning bureau has been operating for over 20 years and has extensive experience scanning all different types of documentation. Our team can provide advice on the best way to approach your scanning project.
From how to index your data effectively to which documents to scan first. We can help provide a cost-effective approach that ensures you can get the project completed within your budget, over an agreed period or phases.
We'll talk through the entire process, including collection, preparation, scanning, indexing, quality checking and return of digital documents. SPS has their own in-house IT team who can work with you to ensure digitised documents are returned in a format compatible with existing systems.
SPS, formerly Cleardata, is pleased to offer our customers document scanning services that are both cost-effective, efficient and secure. We take pride in carrying out document scanning for a wide range of industries, no matter the size of your company. If you would like further information about the outsourced document scanning we can perform for your business, get in touch with a member of our friendly, professional team today - we're always happy to hear from you.