Every office that generates a lot of paperwork needs document imaging services. This is because keeping all the hard copies of the documents at the office can waste a lot of space. Since these documents cannot be destroyed for legal reasons, they have to be stored safely. However, this does not have to be at the office. Documents can be stored in a self storage facility cost effectively and safely. However, before this can be done, they must first be scanned to create a digital library that can be backed up in a number of ways to safeguard the documents. When looking for a suitable document scanning company, the following are the key factors to consider:

i) Industry Experience

Only imaging companies with a lot of experience in the industry should be considered. This is crucial because the most experienced contractors are able to offer services that can meet your expectations. Therefore, it is imperative you check the number of years a firm has been offering imaging services as well as the number of clients they have served over the years. The most experienced imaging provider should get priority consideration.

ii) Equipment Used

Document scanning requires high-performance, commercial-grade scanners that can scan hundreds of documents per minute. The ideal firm should have high-end equipment that can complete the scanning job as quickly as possible and provide quality digital images at the same time. Before choosing an imaging firm, therefore, it is important you check the type of equipment they use.

iii) Cost of Service

Obviously, different imaging companies are going to quote different rates. Since you are looking for affordable services, therefore, it is imperative you request quotes from all the imaging firms on your shortlist and do a comparison. Top priority should be given to firms with the most competitive rates.

iv) Reputation

Since you may need sensitive documents scanned, you want to hire a firm that will not compromise the information and leak to competitors or the public. Therefore, you must do some research on the reputation the imaging firms you are considering. Only those with positive reviews should be considered. In addition to that, the ideal firm should sign a non-disclosure agreement.

v) Guarantees

There are several guarantees that you may want from a firm. The first is a guaranteed turnaround time. The second is a guarantee that the quality of the scanned images will be high. The third guarantee you may be seeking is that the scanned images will be cataloged systematically for easy reference. Only firms that provide these guarantees should be considered.