When deciding whether to handle document scanning in-house or through a scanning service bureau, several factors come into play. Here’s a comprehensive comparison to help you make an informed decision:

In-House Document Scanning

Advantages:

1. Control:

   • Full control over the scanning process, including quality and security.
   • Immediate access to documents before and after scanning.

2. Costs:

   • Lower long-term costs if you have a high volume of documents to scan regularly.
   • Avoids per-page or per-project fees charged by external services.

3. Flexibility

   • Ability to scan documents as needed without relying on external schedules.
   • Easier to make adjustments or rescan documents as necessary.

4. Confidentiality:

   • Enhanced security as documents do not leave the premises, reducing the risk of data breaches.

Disadvantages

1. Initial Investment:

   • High upfront costs for purchasing scanners, software, and other necessary equipment.
   • Potential need for additional IT infrastructure.

2. Expertise:

   • Requires trained staff to operate the equipment and handle the scanning process.
   • Potential need for ongoing training and support.

3. Maintenance:

   • Responsibility for maintaining and repairing scanning equipment.
   • Potential downtime if equipment malfunctions.

4. Scalability:

   • Limited by the capacity of your equipment and staff.
   • May struggle to handle large volumes or sudden increases in demand.

Scanning Service Bureau

Advantages:

1. Expertise:

   • Professional services with experienced staff who specialize in document scanning.
   • Access to high-quality scanning equipment and technology.

2. Cost-Efficiency:

   • No need for significant upfront investment in equipment and software.
   • Pay-as-you-go pricing can be more economical for one-time or periodic projects.

3. Scalability:

   • Ability to handle large volumes of documents quickly.
   • Easily scales up or down based on your needs.

4. Time-Saving:

   • Frees up internal resources to focus on core business activities.
   • Faster turnaround times for large projects.

Disadvantages:

1. Control:

   • Less control over the scanning process and quality.
   • Reliant on the service provider’s schedule and availability.

2. Confidentiality:

   • Potential risk of data breaches as documents are handled by third parties.
   • Need for robust confidentiality agreements and security measures.

3. Cost:

   • Can be expensive for ongoing or high-volume scanning needs.
   • Additional costs for rush services or special handling.

4. Access:

   • Documents are temporarily inaccessible while being scanned.
   • Possible delays if corrections or rescans are needed.

Document Scanning Services

• In-House Scanning: Ideal for organizations with continuous scanning needs, a desire for control over the process, and the ability to invest in equipment and training. It suits businesses that prioritize security and have the capacity to manage the workflow internally.
• Scanning Service Bureau: Best for organizations with sporadic scanning needs, large one-time projects, or limited resources for managing an in-house operation. It is suitable for businesses that require scalability and quick turnaround times without the burden of maintaining scanning equipment and staff.

Evaluate your specific needs, including volume, frequency, budget, and security requirements, to determine the best approach for your organization. You can rely on Micro Com Systems to work with you on making these comparisons so you can make an informed decision. Contact us at 206-248-3191 to arrange for a consultation. Micro Com wants what is best for each organization, even if it doesn’t end up involving us.