Professional digitization services can update your company’s operations and bring your enterprise into the digital era.
The world once ran on paper, but in today’s business digital data reigns supreme. If you still have filing cabinets stuffed with years of paperwork or simply want to update your standard operating procedures, don’t fear the transition; there are plenty of professional digitization companies that can help.
Offices worldwide are going paperless with the assistance of digitization companies for a multitude of reasons. For instance, digital files allow multiple employees to access the same information simultaneously, regardless of whether they’re in the same physical location or not; this is especially important with the world’s increasingly remote workforce. Digitization also prevents loss of data due to environmental factors such as fires, moisture, and mold. Some of the industries that have benefited most visibly from digitization are healthcare, government, and legal, but all businesses can benefit from company digitization. Here’s how digitization services can benefit your enterprise and which companies are the best for key industries.
Find out more about the benefits of digitization in The Complete Guide to Digitization.
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What services do digitization companies provide?
Digitization companies provide efficient, secure digitization of files for a variety of industries. They oversee the entire process, allowing you and your team to continue working uninterrupted. Here’s how you can expect the typical conversion process to go:
- Most companies will come to you, box up your documents, and transport them to their scanning facilities. Some will scan your files onsite if you need a tight turnaround.
- Once your files are digitized, many digitization services will also store the physical copies for you or safely destroy them if you no longer need them.
What are the benefits of hiring a digitization company or consultant?
Professional scanning services have years — often decades — of expertise in transforming paper files into digital documents. They exist to digitize files at great speed, volume, and precision. On top of handling the nuts and bolts of the digitization process, digitization companies also take care of details like smoothing pages, removing staples or paperclips, and ensuring a good quality result.
By digitizing your files and working toward a paperless office, you’ll be saving money and time. In addition to saving on storage and floor space, digital documents can be updated as needed without incurring the kinds of costs associated with recreating paper files. Digitization also helps with office productivity. Instead of spending hours paging through folders and files, your employees can find the documents they need in just moments in the cloud or within your digital file management system.
The best digitization companies in 2022
Specific requirements for digitization companies vary from industry to industry, so we’ve broken down our recommendations to suit those needs.
For healthcare organizations
Medical records, with their sensitive personal data, require special care. It’s important to look for a professional digitization service that carries the HIPAA seal of compliance. Two companies that are both HIPAA-approved and lauded by their customers are ARC Document Solutions and ScansAmerica.
ARC has more than 200 locations around the world, and its customers rave about the quality of their services — they average an impressive 4.95-star rating across nearly 20,000 Google reviews. Not only are they able to scan medical records, but they can also scan EKG strips and X-rays.
ScansAmerica, with more than 25 years in business, employs a 12-step process conducted by fully vetted and HIPAA-trained employees to ensure the safety of your documents. Client testimonials highlight ScansAmerica’s professionalism, transparency, and quick turnaround times.
Did You Know?:The fi-7300NX features 600 dpi optical resolution. Click here to learn more.
For government organizations
State and local governments can benefit from the encryption and password protection services SecureScan offers. Boasting nearly 20 years of experience in the industry, SecureScan has provided services for numerous New York institutions, including the New York State Insurance Fund, the NYS Department of Health, and the New York State and Local Retirement System.
Clients testify to the smoothness of the digitization process and the quality of the resulting images. SecureScan is diligent about maintaining a clear chain of custody record and never leaving files unattended. If you need to destroy the original copies of your documents after digitization, you can feel at ease knowing that SecureScan’s shredding services are certified by the National Association of Information Destruction (NAID).
For legal services
Docufree, in operation since 1999, provides specialized legal document scanning, allowing law practices to minimize both security risks and space. In addition to certification from HIPAA and adherence to the Payment Card Industry Data Security Standard, Docufree has attained Privacy Shield certification from the United States Department of Commerce.
Docufree adds an additional layer of protection for your legal documents by equipping all of its trucks with GPS trackers and maintaining 24-hour video surveillance of its secure facilities, which are further protected by armed guards and biometric entry authentication. Customers cite the ease with which they can find and retrieve their scanned documents after using Docufree.
For financial services
Caso Document Management has been in the document management business since 1994. For the past eight years, it has been certified as compliant by the American Institute of Certified Public Accountants (AICPA), indicating that its practices meet AICPA’s confidentiality and security standards for digitization services. It’s also a member of the Association for Information and Image Management (AIIM).
Caso’s on-site document scanning is a good option for businesses whose own compliance requirements prevent them from moving their documents off-site. Some of the top qualities praised by Caso’s clients are speed and cost-effectiveness.
Did You Know?:Digitization company ScansAmerica uses Ricoh scanners for its professional scanning services. Click here to read more about their process.
Our recommendation: fi Series scanners
While employing a digitization company for larger jobs often makes sense, it can pose a substantial expense and interruption to your normal workflow. For smaller jobs and ongoing digitization, the fi Series scanners offers a range of products for daily use. All of the scanners in the fi Series feature speedy automatic document feeder (ADF) capacities, so employees won’t need to waste time overseeing the digitization process. The fi Series includes high-capacity machines for office use as well as smaller models suitable for working from home. Check out the fi Series and all of our scanners to find the best option for your organization’s needs.
