St Paul Onsite Document Scanning
When it comes to scanning documents that are in your office, there are several factors to consider that will determine how you want to go about to getting it done.
First, evaluate everything you want to scan, how to keep the electronic copies of documents, and who has permission to see the content of each document. That will lead you to make the decision whether the documents can be scanned outside of your office or if it would be best to scan them under your supervision.
Here is some information on services we can provide in regards to scanning the documents in your office. There are 2 options that we have.
Full Onsite Scanning Service
Minnesota Document Scanning will provide personnel and equipment to perform full onsite scanning.. The larger the project and the shorter the time frame in which it needs completed, the more staff we will provide to meet your needs. For onsite projects, space plays roll in our abilities to some extent. At times, it might limit to how many people can work on a project, which can affect the duration of the project. No matter your situation, our professional staff ensures that every digital archiving job is done to the client’s satisfaction. In regard to pricing, onsite scanning is somewhat more expensive, but the pricing includes equipment and administrative fees.
Managed Onsite Scanning Service
For a managed onsite scanning job, IOT provides all necessary equipment and training on how to scan. Your company provides personnel (current or hire as needed). We can also provide a designated person from IOT to periodically check the job’s progress to help ensure that things are going smoothly; scanners are working properly, there is consistent quality of scans, and that performance of personnel will meet deadlines.
Why not use copier that we already have?
That is a valid question – in instances where your copier is on a lease and maintenance plan, there are likely charges involved with using the document scanner portion of the copier. That will incur additional cost with the copier company. At the same time, there is disruption in your office’s workflow due to other employees needing to use the copier. Also, your desk is few cubicles away from the copier to see the quality of the scanned job, that will affect productivity.
Given these costly factors, it is probably beneficial to rent the scanning equipment. In regard to personnel, this is where you can save some money. You might already have someone that can do this during their regular hours. You would need to specify how much time and what part of their regular day to dedicate to scanning. Keep in mind if you have deadline for getting your documents converted into electronic form, you can hire a temporary employee, get them trained and keep them for as long as the project takes. With this option IOT can again provide a dedicated person to oversee the project to make sure everything is going according to schedule.
At this point you have enough information to star thinking about pricing. Check out our Pricing Guide to start planning.