5 Top Reasons to Choose Onsite Scanning Services
For organizations on the path to digital transformation, scanning all paper records is a fundamental step. There should be no doubt that you need to outsource large-volume scanning to a professional scanning company! It's a straightforward decision—you want a well-oiled team that is experienced in handling large, sensitive (and sometimes delicate) paper records and successfully organizes the digitization and storage or destruction of the paper originals.
The question that is open to debate may only be: Should you transport your paper documents to the service provider's scanning facility? Or ask the scanning company to send over the people and hardware to your premises? And this decision must be made based on a few main factors. The primary considerations should be whether any regulatory compliances prevent you from transporting paper records out of your official premises and whether you are likely to need quick access to some papers on demand even while the scanning project is ongoing.
Onsite scanning services: A valuable on-premises service for our clients
Onsite scanning is a service we provide to our clients, where our scanning hardware and our scanning technicians and project manager work on your premises to scan and digitize your records. It is the right choice if it's absolutely essential that you have complete control of your documents at all times.
RDS onsite scanning teams meticulously ensure that confidential, sensitive or delicate documents are safeguarded throughout the scanning process and returned to their designated storage area or appropriately destroyed if their retention schedule has expired.
What's more, we bring along our high-volume, production-grade scanning equipment, so you have access to the best technology without investing in the hardware.
Our document scanning service bureau is located on Highway 59 in Abita Springs, Louisiana, just over two hours Jackson, MS and Mobile, AL. Our team can setup scanners onsite to digitize your files throughout the Gulf South, in Louisiana, and locations in Mississippi and Alabama.
Louisiana: New Orleans, Baton Rouge, Lake Charles, Lafayette, Hammond, Mandeville, Covington, Port Allen
Mississippi: Hattiesburg, Jackson, Olive Branch, Hattiesburg, Starkville, Oxford
Why opt for onsite scanning services: 5 top reasons
You want to or need to keep sensitive documents on your premises and under control
Do you have stringent regulations that prevent you from transporting documents outside your official premises? Onsite scanning means your documents never leave your premises, so you have complete control in ensuring the security of confidential information and any compliance regulations. Wherever you are located in LA, MS, AL or anywhere else in the Gulf South, reach out to our service bureau and we can schedule onsite visits to handle your document scanning needs.
You want your documents to be accessible to your employees at all times
If your scanning project involves documents that are in use by your teams or outside parties, then it's a good idea to choose onsite scanning services. If you need hard copies of the original documents, offsite scanning will impede quick retrieval of documents as it will involve transporting papers back to your office if you need them urgently.
If a scanned copy of a document will do, our in-house scanning team quickly turns around chart requests for documents being scanned at our facility.
You want your team to monitor the scanning
Some scanning projects can be pretty complex. Your in-house team may have valuable contributions to make in prioritizing certain documents, answering questions and providing guidance about details of scanning requirements. The benefit of using onsite services is that this guidance is immediately available instead of relying on emails or phone calls.
You want to reduce transportation time and costs and minimize logistical issues
If you use an offsite scanning service, documents are transported to a scanning vendor’s facility for imaging. It involves sorting and packing the documents, arranging for secure transport to the scanning facility, and safe storage and access control to records once they are on our premises. While we take care of every step of the process and ensure the complete security of your information, our offsite scanning will incur packing, logging and transportation costs, increase transit time, and involve complex logistical arrangements. Choose our onsite scanning services instead—we can schedule onsite visits in locations across LA, MS, AL to discuss all of your document management needs.
You have large volumes of old legacy paper records to digitize
Are your legacy records too old or tattered to be shifted across town and back? Our onsite service is the ideal option for backfile scanning of old documents. Some document types are best scanned onsite, for example, old handwritten documents, odd-sized paper, or old large-format drawings that may get damaged by too much handling.
Backfile scanning of government records: A boon for modern, digital government bodies
Our backfile scanning services help local government offices, county offices, land records departments, clerks of court, and legal departments get control over their large volumes of legacy paper records.
Vital citizens' records must be retained for the individual's lifespan and sometimes even beyond. Digitization saves long-term storage space, prevents loss of information due to time-related damage and makes retrieval easy. RDS onsite teams are equipped to scan and index vast amounts of state, county and municipality records for long-term retention and compliance.
Our onsite document scanning experts work to efficiently prep your documents: removing paper clips, staples, ensuring proper pagination, which is essential for law enforcement and legal court records. Each file may contain multiple papers in different sizes and may include photos and other material, making scanning complex.
We also take care of redacting all sensitive information before uploading digital copies of records. Land and property records often have to be maintained over the entire lifespan of property owners. With such lengthy expiration schedules, digitizing these records is critical to prevent loss of information due to aging paper or environmental damage.
RDS: Customized onsite scanning services
RDS offers a complete range of onsite scanning services to digitize diverse paper records from multiple source formats such as microfilms, microfiches, bound books, and large format drawings.
We can even create a custom plan for your organization's unique scanning needs. If budget is your concern, we plan for a set number of documents to be scanned every month based on a monthly or annual budget until the project is complete. A dedicated and trained team of scanning professionals delivers on-demand scanning within your premises.
Whether you are looking for affordable document scanning services or a secure facility to store your records for safekeeping, our service bureau in Louisiana can handle all of your document scanning needs in Louisiana and locations across the Gulf South.
Ready to convert to a paperless office? Get a free quote for our onsite scanning services.