Many organisations face the challenge of managing large volumes of documents that need to be digitised in an accessible, secure format. Identifying what needs to be kept, and what can be digitised can feel like an overwhelming task, but once you see the benefits of improved accessibility and space savings, it is a worthwhile investment.
If you’re responsible for records management, you may be considering whether to handle this internally or outsource to a scanning specialist. Below is a comprehensive comparison to help you decide the right solution for your business.
Staffing
In-house scanning:
Using existing staff can avoid the need for additional costs and leverage their knowledge of your business processes. However, consider whether they have the time, training, and technical expertise to complete the project efficiently without impacting their core responsibilities.
Outsourcing:
Partnering with a professional scanning service saves time and ensures quality. At Archive-Vault, we manage the entire process, allowing your team to focus on their primary roles. Our dedicated and vetted scanning team are fully trained to operate our high production scanning equipment.
Data security
In-house scanning:
Keeping data onsite minimises external sharing, and familiarity with the data can also be an advantage. Consider who you have assigned to this task, what confidential records they have access to, and their surroundings whilst scanning.
Outsourcing:
Working with an ISO-certified partner like Archive-Vault strengthens your compliance with Data Protection Regulations. Our vetted team operates under strict confidentiality protocols in a secure, access-controlled area, ensuring your sensitive data is safeguarded at every stage of the scanning process.
Equipment
In-house scanning::
Multifunction printers and copiers are not designed to scan a high volume of documents, therefore large projects may require big investments in scanning hardware and software, plus ongoing maintenance.
Outsourcing:
Outsourcing eliminates equipment costs and provides access to advanced services such as large-format scanning and scan-on-demand. At Archive-Vault, our state-of-the-art equipment and professional document capture software is regularly serviced and updated to manufacturers guidelines.
Space
In-house scanning:
Adequate space is essential for document preparation, ideally you need a dedicated, secure area or room for the duration of the project. A spare desk in an open office is not suitable.
Outsourcing:
We carry out all preparation, scanning and quality control within a dedicated scanning room. Our department has secure electronic access and 24/7 CCTV to ensure the confidentiality of your records throughout the process.
Indexing & quality control
In-house scanning:
Effective indexing and quality control depends on the strength of your internal processes and staff expertise. Don’t underestimate the importance of indexing and quality control. A precise final check is critical as once documents are destroyed, there is no way to recover the hard copy.
Outsourcing:
Using purpose built equipment as opposed to a photocopier ensures every scan is accurate, searchable and high quality. Each document is meticulously prepared for scanning and our diligent quality control ensures every page is scanned to the highest quality. Using OCR technology, we create a structured, searchable digital archive tailored to your referencing requirements, ensuring consistency and quick and easy access.
Costs
In-house scanning:
While in-house scanning can appear cost-effective, consider hidden expenses such as staff time, training, and equipment. It is also important to factor in any potential non-financial costs such as loss of data and confidentiality breaches.
Outsourcing:
Although outsourcing is a direct cost, it can be seen as an investment in your records management process which allows your staff to focus on other projects. Our flexible pricing models, including monthly “scan-as-you-go” plans, helping businesses spread the costs and avoid large upfront investments.
Outsource your scanning to Archive-Vault
Outsourcing to Archive-Vault guarantees professional, secure, and timely scanning services. We work with clients across a wide range of sectors including healthcare, legal, education, and construction.
If scanning in-house is costing you more than you think, get in touch to discuss your records management requirements.
