Large Format Scanning and Document Management: Considerations for Buying or Outsourcing

If your business routinely handles documents larger than letter-sized, you probably wrestle with the large format scanning dilemma. If document management is a real issue for you, here are some perspectives that may shed some light on your own situation and move you to action.

Justifying the Expense of Large Format Scanning
To address the elephant in the room--cost is a consideration. GPS World writer Henrik Vestermark outlines the primary considerations taken into account when justifying the expense of large format scanning and document management:
Innovation. Large format scanning capabilities allow a business to serve your clients as well as your own in-house needs
Differentiation. Document management capabilities are a great selling point to separate your business form your competition
ROI. Added premiums for large format scanning and document management service can easily pay for equipment or outsourcing investments

Buying a Large Document Management System
If you’re moved to buy, you’ll need to know the features that separate the quality scanners from the rest of the field. Association for Information and Image Management (AAIM) contributor Lisa A. Desautels reveals large format scanning capabilities that your document management system should be able to handle based on project needs: sorting, control number labeling, color, scanning to 300 dpi, file management, etc.

Outsourcing Large Format Scanning and Document Management
If buying a scanning apparatus is not cost-efficient, outsourcing your project needs might fit your scenario. Vendorseek touts the advantages of outsourcing to include easier document handling and an decrease in misplaced files.

Save Office Space with Document Imaging

Along with other benefits of document imaging, the process can contribute to the conservation of office space.

Filing cabinets can be bulky and displeasing to the eye. Document scanning services relieve the need for the storage vehicles.

Instead, you can spread out the desks in the office (giving employees more room) or you can decorate your office with flowers, furniture, or sculptures.

Other scanning service news:

Businesses Less Dependent on Paper Processes - Kodak.com

Shasta Pools & Spas Deploys Document Imaging Solution From eCopy and OptiScan - BNet

Introduction to Document Imaging Solutions

Document Imaging converts physical, paper documents to electronic images. This makes it easy to locate, modify, and share company documents.

Why else should you adopt the document imaging process?

- Document imaging prevents lost records

- Your company will save on storage space

- Managing records is easier with document imaging

- Processes can be automated

- Document imaging reduces operating costs

- Eliminates the chance of data loss



It is easy to integrate the process:

- Document imaging vendors scan your documents into a system

- The imaging system stores your documents on a hard drive or optical disk

- Documents are tracked and indexed

- Documents can be retrieved, modified, and shared through your company's internal computer system


Many vendors exist to provide Document Imaging Services; receive quotes from several sources before making a final decision.