Unmasking the Hidden Costs of In-House Digital document Scanning Projects

Have you been considering a document scanning project, but still deciding between in-house vs. outsourced scanning? No? Well, if you answer yes to any of the following questions, then you should start! Ever felt overwhelmed by the sheer volume of paper in your office and considering how digital document scanning could help? Have you considered how costly storing your documents are? It’s time to take a bold step and convert those towering stacks into a sleek digital database. But one pivotal question lingers – should you take on this gigantic task in-house or leave it to the pros?  

Initially, the in-house route may seem like the budget-friendly choice. However, appearances can be deceiving, and it’s often not as straightforward as you might think. 

Why Room Matters 

Let’s start with space. Sure, digitising files sounds like an effective space-saving solution, especially since filing a single file can cost €20. But consider the bulky equipment needed and piles of files waiting to be scanned – that requires substantial space. This is where professional scanning providers, like Kefron, come in. Equipped with secure, spacious records centres, they are primed to store and handle your files. 

Imagine setting up a scanning station amidst your busy workspace. Not a pleasing picture, right? And let’s not forget the importance of security! You’ll need a designated room at the very least. Scanning providers have exclusive spaces fitted with robust access control measures, ensuring peace of mind. 

The Catch in Equipment Costs 

Speaking of costs, high-quality scanners don’t come cheap, ranging from £5,515.14 to £32,662.80 each. Bargain hunting may seem tempting, but remember, lower cost often means lower quality, leading to repetitive, wasteful rescanning. And once the project concludes, what happens to the equipment? Their value depreciates over time, and reselling would surely lead to a loss. Scanning bureaus, on the other hand, have the expertise and high-grade equipment needed to digitise records efficiently and effectively, ensuring excellent results. 

Time, Staffing, and Productivity 

Scanning is not a task for the faint-hearted. It’s monotonous, time-consuming, and can distract your team from their core duties. Is it worth sacrificing your staff’s productivity and business focus? 

Still deciding between in-house and outsourced scanning because you’re concerned about slow access to offsite documents? Fear not! Scanning bureaus like Kefron prioritise your needs, ensuring the required documents are scanned and sent to you on the same day. Plus, if onsite work is non-negotiable, professional scanning technicians can come to your location. Just look at how Dell benefitted from this approach! 

The Importance of Standards and Security 

Achieving top-quality scanning results isn’t as easy as pressing a button. It requires professional experience and adherence to the highest standards. Plus, professional scanning bureaus don’t just meet these standards, they offer unparalleled security too. 

These experts employ measures like 24-hour CCTV surveillance, access control, and staff trained in security protocols. They safeguard your sensitive data from unauthorised access and even protect hardcopies against natural disasters like fire and floods. With your digital copies safely stored in the cloud, they’re impervious to such threats. 

The Road Ahead for your Document Scanning Project

Choosing a scanning expert in a sea of providers can be daunting. If you’re still weighing the pros and cons of in-house vs. outsourced scanning, or struggling to settle on a supplier, our team of experts is here to guide you. Discover the added benefits of offsite scanning from our satisfied customers and let us help you navigate this digital journey.