10 Questions to Ask a Scanning Provider
What is your experience with different types of scanning projects?
Itโs essential to choose a provider who has handled projects similar to yours. Inquire about their experience with specific document types, such as blueprints, historical records, or legal documents, and ensure they understand the nuances of your industryโs regulations and compliance requirements. For instance, if you need large format scanning services for engineering drawings or high-resolution photo scanning for scrapbooks, make sure they have relevant expertise.
How do you guarantee the security of documents throughout the scanning process?
Security is paramount. Ensure the provider follows a secure chain of custody, from pick-up to delivery. They should offer secure transport, systematic document preparation, and options for either returning the originals or securely shredding them. Look for providers offering secure document management services for companies and secure scanning process for confidential documents.
Do you outsource any part of the scanning process?
To maintain control over quality, accuracy, and security, your preferred provider should handle all aspects of the scanning process in-house. Outsourcing could pose risks and uncertainties about document handling conditions. Opt for providers offering professional document scanning services and ensure they manage all processes internally.
Can you tell us about your teamโs qualifications and experience?
Your project should be managed by a trained and vetted team. Ensure the providerโs team includes experienced technicians and project managers familiar with records management best practices and industry compliance standards. This is especially important for bulk document scanning services for law firms or medical records scanning services for healthcare providers.
What type of scanning equipment do you use?
High-quality output and efficiency depend on the equipment used. Reputable companies invest in production-grade scanners that offer high scanning speeds and high-resolution images. Verify the specifications of the equipment they use, such as high-quality large format scanning for blueprints and maps or advanced document scanning technology for precise results.
What output file formats do you provide?
Different projects require different output formats. Confirm that the provider can deliver files in the formats you need, such as TIFF or PDF, and that these files can integrate seamlessly with your document management systems. This is crucial for electronic document management for digital office setups and cloud-based document management services for remote access.
How do you ensure the quality and accuracy of scanned documents?
A stringent quality control process is vital. Ask about their methods for checking the clarity and legibility of scanned images and whether they offer re-scanning and image enhancement services if needed. Providers should offer high-resolution document scanning for detailed images and comprehensive document scanning for legal case files.
Do you offer Optical Character Recognition (OCR) services?
OCR converts scanned images into machine-readable text, making your documents searchable and more useful. Ensure the provider uses reliable OCR software and can accurately index your documents with appropriate metadata. This is particularly useful for digitization services for legal documents and records and document scanning services for the legal industry.
How do you handle documents that cannot be transported to your facility?
When evaluating how a scanning provider manages documents that cannot be transported to their facility, it is essential to consider their approach to maintaining document security and compliance. A reputable provider will offer robust alternatives, ensuring a secure chain of custody for sensitive, fragile, or legally significant documents. This includes providing necessary declarations and adhering to stringent security protocols backed by certifications such as ISO and ISMS. Additionally, they should demonstrate a willingness to sign Non-Disclosure Agreements (NDAs) to protect the confidentiality and integrity of the documents throughout the process. These measures guarantee the safety and privacy of your documents, ensuring they are handled with the utmost care and precision.
Do you provide document management support and workflow automation?
Your scanning project might be part of a larger digital transformation initiative. Determine if the provider offers comprehensive services, including data capture, document management, and workflow automation, along with ongoing support. This is essential for document management solutions for businesses and document digitization for financial services and banks.
YOUR IDEAL DIGITIZATION PARTNER
Once you have the answers to these questions, you will be in a better position to make the right choice for your scanning project. At eRecordsUSA, we are committed to delivering secure, high-quality, and tailored document scanning solutions.
Contact us for a consultation on your document management needs and let us help you digitize and preserve your valuable documents. Trust eRecordsUSA for secure, timely, and accurate data entry services. Our satisfied clientsโ stories will inspire you. For inquiries, reach us at (510) 900-8800, Monday to Friday, from 8.00 am to 5.00 pm.
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What Our Client Says
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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. Esther L.
12/19/2023 - eRecords has provided an amazing high quality scanning work for our books. Mr. Sharma is very detail oriented and the results are just excellent! Eliana D.
12/12/2023 - 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. Nina P.
3/23/2023 - 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+++. Rahul P.
2/28/2023 - 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. Cameron V.
12/09/2022 - 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. Stephen M.
11/02/2021 - 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. Beth S.
4/21/2021 - 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. David L.
2/27/2021 - 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! David B.
10/28/2020 - 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. Ted R.
7/14/2020
