There are several things to consider when you are making the decision to outsource your everyday business processes. The first thing to consider is just that – is this task or process something your company will need to do every day or is it a one-time project? Is your company considering going to a strictly digitized format? If your company is in the process of going strictly digital and there are decades worth of documents and data that need to be scanned into the system you must consider outsourcing these services. When it comes to your company’s need for document scanning services the frequency of the need and the amount of the documents that need to be scanned is a huge consideration.
Another important consideration is the amount of personnel that you have to designate to complete this function. Many companies opt to create a Document Scanning Services Bureau or Department within their company. Is expertise needed to get the job done? Perhaps your staff is all thumbs when it comes to administrative technical tasks. Consulting with a professional is key in making the determination of what will best suit your company.
What to Bring to the Consultation Table
You’re serious about having your business run as efficiently as possible. That is why you have planned a consultation with a professional to discuss whether or not you should outsource your scanning project. Scanning is the way of the future and eliminates the need for wasted paper and wasted paper storage. Depending on the specific plan of your business, your company stands to save economically when you consider the savings from copying machines and their supplies and technical support. Then again, you may opt to scan in-house and invest the funds in a scanner. Before you start counting all of the money you are saving the company, let’s rewind back to the business solution consultation.
Outsourcing is always recommended by professional business consultants if you have a large volume of documents that need to be converted to digital formatting. The other aforementioned factors don’t come into play here. If your bottom line is to go back into the archives and put all of your files into an electronic format outsourcing is the way to go. If, after the conversion takes place and your big job is done then it becomes more specific to your company’s needs.
Be prepared to discuss the following points with your consultant:
- What the volume of work will be every day
- How many staffers you have available to dedicate themselves to this function. Are these dedicated staffers going to work on this function for their entire workday? Is there a possibility you would want to create a department dedicated to administrative services?
- If you have a small volume of work that needs to be scanned, why do you think outsourcing may be a viable option for your business?