blog

In the digital age, businesses across various industries are realizing the importance of going paperless and digitizing their documents. This transition saves time and money, promotes efficient record-keeping, and reduces environmental impact. However, document scanning can be overwhelming, especially for businesses with large amounts of paperwork. That’s where professional document scanning services providers like We Scan Files step in to provide expert solutions in Fort Worth, TX. In this blog post, we will guide you through essential questions to ask when hiring a document scanning company, ensuring that you make the right choice for your business.

How Does the Scanning Company Store My Information?

Protecting your confidential data is paramount, especially in today’s digital age, where security breaches are becoming increasingly prevalent. When considering a document scanning company, inquire about its information storage practices. Look for the following features to ensure your data remains safe:

  • Physical Security: The company’s data centers must be in a safe facility with restricted access. The facility should have fire suppression and other security measures to protect against data loss or theft.
  • Encryption: The company should use robust encryption to protect data during storage and transmission. The encryption keys should be stored securely and rotated regularly.
  • Data Redundancy: The company must have multiple backup systems to avoid data loss during a disaster. These backups must be stored in different locations to ensure protection against a single point of failure.
  • Access Control: The scanning company should have strict access controls to limit who can access your data. Only authorized personnel should have access to the data, and their access should be logged.
  • Data Retention: The company should have a clear policy outlining how long your data will be stored. The data should be disposed of securely when it is no longer needed.

What Services Do They Provide?

Understanding the scope of services the document scanning company offers is crucial to determine if they can meet your specific needs. We Scan Files provide a comprehensive range of document scanning solutions, including:

  • Bulk Document Scanning: Whether you have boxes of old records or a vast archive of documents, a reputable scanning company should be able to handle large-scale scanning projects efficiently.
  • Document Indexing: Inquire if the company offers document indexing services, which allow for easy and quick retrieval of specific documents when needed.
  • OCR (Optical Character Recognition): OCR technology converts scanned images into searchable and editable text, making extracting information from digitized documents easier.
  • File Format Options: Check whether the scanning company offers various file formats for scanned documents, ensuring compatibility with your preferred document management system.

How Often Is My Data Backed Up?

The frequency of data backups will vary depending on the document scanning company. However, most companies will back up your data at least daily, and some may even back up your data hourly or continuously. This will help protect your data during a disaster or other data loss event.

In addition to the frequency of backups, it is also essential to consider the type of backup used. Some companies may use a full backup, meaning all your data is backed up each time. Other companies may use a differential or incremental backup, which means that only the data that has changed since the last backup is backed up.

The type of backup used will affect the amount of time it takes to back up your data and the amount of required storage space. However, choosing a backup solution that will protect your data in the event of a disaster is essential.

What Is the Pricing Structure?

The cost of your document scanning project will vary depending on your project’s size, scope, and complexity. Most reputable scanning companies will provide a quote based on the number of pages that need to be scanned and any additional services you require. Be sure to ask for an itemized price list to compare the costs between different providers and make an informed decision. When comparing document scanning service prices from various companies, it’s essential to factor in additional expenses such as setup fees, delivery fees, scan resolution quality, and data storage fees.

By asking these questions before hiring a document scanning company like We Scan Files in Fort Worth, TX, you’ll have peace of mind knowing that your documents are safe and secure while in their hands. If you are looking for a reliable document scanning service provider, contact us today to discuss your project requirements.

What Is the Turnaround Time?

The turnaround time for document scanning services will vary depending on the company and the specific services offered. However, most companies offer turnaround times ranging from 1-5 business days. It is essential to get quotes from several different companies before choosing a document scanning service. This will help you to get the best possible turnaround time for your needs.

Here are some tips for getting the best turnaround time for document scanning services:
Be clear about your needs. Let the company know how many pages you need to be scanned, the type of documents, the quality of the scan, and the turnaround time.
Be flexible with your turnaround time. If you are willing to wait longer, you may be able to get a lower price. Negotiate the turnaround time. Don’t be afraid to negotiate the turnaround time with the company. You may be able to get a shorter turnaround time if you are willing to pay more.

Where Are My Documents Stored?

The document scanning company you choose should have secure data centers that are located in a safe facility with restricted access. The facility should be equipped with fire suppression and other security measures to protect against data loss or theft. It is also important to inquire about the company’s backup procedures. Your documents should be backed up regularly on multiple storage systems that are located in different locations. This will ensure that your data is protected in the event of a disaster or other data loss event. When hiring a company for document scanning services in Houston, TX, make sure to ask questions about their services, pricing structure, turnaround time, and where your documents will be stored. This will help you to get the best possible service for your needs while ensuring that your data remains secure.

What Are Your Customer Service Policies?

When selecting a company for document scanning services in Houston, TX, it is crucial to prioritize the quality of their customer service. Inquire about the company’s policies concerning customer support and communication. Make sure that you can easily contact them via phone or email whenever you have questions or concerns throughout the project. Additionally, check if they have a dedicated customer service team available to provide quick and accurate responses to your inquiries. Having such a team in place ensures that any issues that may arise during the process will be promptly and professionally addressed.

It’s essential to do your research before selecting a document scanning provider in Texas. By asking these questions, you’ll be able to get an idea of what services they offer, their pricing structure, turnaround time, data storage solutions, and customer service policies.

We Are Here to Sort Your Filing Problems

At We Scan Files, we understand that document scanning can be a time-consuming and complex process. That’s why we offer top-notch document scanning services in Fort Worth, Houston, TX with competitive pricing and fast turnaround times. Our experienced staff will work with you to ensure that your scanning project is completed on time and at the highest quality possible. Contact us today for more information about our document scanning services and how we can help you get organized!
data entry

Optimizing Efficiency: How Data Entry Services Accelerate Business Workflows

In today’s fast-paced business environment, efficiency is not just an advantage; it’s a necessity. Data entry, often considered a mundane task, plays a pivotal role ...
Learn more
digital files

Embrace the Digital Era with File Conversion and OCR Capture Services

As businesses continue to adapt to the digital age, efficient and secure document management has become increasingly important. Converting physical files into digital formats is ...
Learn more
work laptop

Data Backup Strategies: Ensuring Business Continuity in a Digital Age

In an era where data breaches and system failures are increasingly common, the need for robust data backup strategies has never been more critical for ...
Learn more