Outsource Document Scanning Vs In-House – Which to Choose?

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Outsource Document Scanning Vs In-House

Document scanning is the process of converting paper documents to digital files so that these files become indexable, searchable and shareable online. This process is done in many companies by themselves by having their scanning setup used on a daily basis for the digital conversion of documents.

However, bulk document scanning is not a simple process. Moreover, security, quality of scanning, proper storage and so many other factors are involved in the document scanning process.

DIY document scanning falls short in several significant ways. The tasks like enhancing and editing old documents, formatting to adopt web pages, changing the page type (e.g pdf to word conversion), etc.

We are going to discuss in this post whether You Should Outsource Document Scanning Services or Do It In-House

Outsource Document Scanning or Do It In-House

  Document Scanning Company
Work Speed High Speed
Quality Superb as the company has hardware set up with high-end scanning machines
Project Control Varies from agency to agency
Security Less – as the documents are going out of the premises
Time Lesser time required- as scanning companies have a setup for scanning and storage
Cost The overall cost is almost the same as the in-premises scanning
  In-House Document Scanning
Work Speed Depends on manpower and setup
Quality Moderate- it’s not possible to have a high-end setup considering the cost
Project Control Full control as the work is done in-house
Security Higher- as the documents are accessible only to limited people
Time More time- as the dedicated staff is required to do the job
Cost Bulk scanning cost will be more however, operational cost is lesser than outsourcing to a company


Document Management & Record Storage are must for any organization to have business sustainability. Data is an asset for any organization. Document storage provides a format that allows further meaningful use of data and information. Moreover, digital copies of documents help in making it sharable and searchable online.

From the above comparison , we can say that hiring document scanning services for your document scanning project is a better decision rather than having In-House document scanning. You can compare the document scanning prices of various companies and choose the best as per your convenience. 

Benefits of Outsourcing Document Scanning

Professional document scanning companies in San Francisco, Bay Area provide a quick and efficient way of storing important documents. These agencies offer distinct advantages. Some of them include –

Improved version of digital documents

A document management system is a process of arranging data in digital files with enhanced quality. The focus is on creating an error-free document management system that is a fully automated version. The purpose is not just to scan the document but to make it easier for the company to get rid of hard copy or files.

Faster Audits, Discoveries, and Compliance

Document Scanning is useful for organizations that are subject to audits, discovery demands, and Freedom of Information Act (FOIA) inquiries. Also, the bulk document scanning process saves money and gets your document management streamlined.

A scanning project executed by a document scanning company creates an index and evenly planned structure to provide a file structure that can quickly comply with industrial requirements.

Better Data Preservation

Agencies and libraries preserving historical data and sensitive documents get the advantage to scan and preserve old documents without any hassles. Also, digital scanning agencies have several methods to edit and enhance the quality of scanning old and fragile historical documents. Doing so will empower these Document Scanning Services Providers to digitize and share historical documents to the client with an ease. These delicate materials are difficult to preserve otherwise.

Disaster Recovery

Document digitization and presevation is the ultimate goal. There is no doubt about that. Natural calamities and man made disasters sometimes could destroy the old historical documents. It is impossible to restore such documents if they are not digitized.  

If they are not digitized. If you are running an art gallery or a business that carries historical documents, then historical document scannig is must for your business.

 The document scanning and digitizing process is a part of your business continuity plan. The scanning and storage service provided by professional agencies helps you maintain cloud-based data that is free from disasters.

It is open and can be combined with any other similar type of data. The agencies dealing with consumer services can have greater benefits from this. The data stored digitally is free from distracters and the backup of the same is always available on the cloud so even physical damages like fire or system failure do not affect the storage.

Record Retention and Reuse

Data acts as a backbone for businesses. Today, business processes are governed by using data. There is always a need to refine the data and reuse it for business purposes. Advanced scanning techniques like OCR tools allow you to capture and migrate data as per the need of the organization.

Why Outsource Document Scanning Project From eRecordsUSA?

Initially, if you plan to execute the document scanning project, then considering the setup cost, manpower, and expertise required, it is best if you hire a Document Scanning Company in San Francisco Bay Area

Finally, when you are determined to execute your document scanning project, you need to outsource document scanning to a partner for quality work. You would like to check their previous document scanning work and would plan a way out to accomplish your scanning project.

Get a Quote

eRecordsUSA is an ISO/ISMS Certified document scanning and digitization company in SFBay Area, Northern California. We provide state-of-the-art, affordable data entry and document scanning services.

If your company is seeking to Outsource Document Scanning Porject, then you can contact us for a free consultation.

See also  How to Digitize Your Negatives and Slides?

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    What Our Client Says

    •   Mr. Sharma is very professional and friendly.  We had eRecords scan our books for archive purposes.  The quality of their service is amazing.  They are fast and timely.  I am very glad that we used eRecords to scan our books and wouldn't hesitate to contact eRecords if we need digitizing/imaging service in the future.

      thumb Esther L.
    •   eRecords has provided an amazing high quality scanning work for our books. Mr. Sharma is very detail oriented and the results are just excellent!

      thumb Eliana D.
    •   I contacted eRecords for a small-scale scanning job. Although they usually work on large projects, Pankaj was more than willing to help with what I was looking for! The scans that came back were high quality, and delivered in a timely matter. eRecords was also the business that quoted me the most competitive price. I would definitely recommend - Pankaj is knowledgable and a great collaborator to work with on meeting any scanning service you may need.

      thumb Nina P.
    •   ERecords USA has provided Fast, Timely, and Amazing quality service for scanning my books and magazines. Ritika, Pankaj, and their Staff are very friendly, flexible, and easy to work with. They go above and beyond in their service. I give them  A+++.

      thumb Rahul P.
    •   I have used eRecordsUSA on three separate occasions and each job was performed exceptionally. All files scanned at high resolution, organized, and returned in a timely manner. Pricing was also very reasonable for such time-intensive work. Management was also very good with their communication.

      I am a digital nomad that owns zero paper, so having all of my files in Google Drive is imperative. With Google's OCR (Optical Coherence Recognition) I can now find my files at lightning speed. ie - I search for [deed], [roof repair], [assessment], etc. and all relevant files "automagically" appear.

      thumb Cameron V.
    •   EXCELLENT quality work. VERY professional. I had some kids art work scanned high resolution that was too large for the scanners at copy shops. eRecordsUSA did a fantastic job and I highly recommend them.

      thumb Stephen M.
    •   ERecords USA provided a fast and accurate turnaround for a request to duplicate X-Rays.  They ensured that copies were accurate prior to payment and went out of their way to produce within a short time.

      thumb Beth S.
    •   Erecords scanned 56 bankers boxes of legal case files and other professional documents for me. This was a particularly difficult and complex job because, in naming files, they had to work from both a written file inventory and the file names on the folders themselves and use a consistent file naming protocol that Erecords and I agreed upon. They did an outstanding job of following this file naming protocol and organizing the documents in digital form to create the file structure that I intended. This job was also difficult because of the variety of page sizes and the age and condition of some of the documents; they managed to accurately capture everything. They also made the job easier for me by picking the documents up at my home. Pankaj at E records was invariably courteous and helpful and spent the time needed with me before the job to develop a digital file structure to make the documents most useful. I highly recommend Erecords for document scanning.

      thumb David L.
    •   I chose eRecords to scan over 2000 pages of yearbooks and several hundred photos from the early 90's to early 00's. I was not disappointed. They were one of the few locations in the Bay Area that I contacted that let me drop off and pickup the material in person. The JPG and PDF scans that they sent me were extremely high quality and OCR'd the yearbooks so I can search for text. They were able to repair one of my yearbook's bindings to the point where I couldn't even find the repair! This place is professional and good value for what I received. If something ever happened to my irreplaceable yearbooks and photos I know they're digitized now and backed up to multiple locations on my network and cloud! Highly recommended, Pankaj and eRecords!

      thumb David B.
    •   I found eRecordsUSA on an internet search and contacted them to inquire about scanning to PDFs a set of some six hundred old, faded, tattered pages of an underground/community newspaper I co-founded fifty years ago.  I lucked out on this first call, finding a most professional, efficient, accessible, top notch company to help me archive my newspaper despite these trying, pandemic times.

      thumb Ted R.