More businesses are being driven to pick up the pace of their digital transformation projects. As such, it means looking at different types of solutions that can assist in digitising various processes. One of the solutions being adopted is document scanning. However, there are different ways to achieve digitising your mission-critical documents, two of which are bulk scanning and scan on demand.
In the rest of the article, we take a look at the differences between bulk scanning vs. scanning on demand and help you understand what the difference is between the two and which is best for larger organisations.
In 2014, it was recorded that there are now more mobile devices than people in the world and subsequently, it’s predicted that the Internet of Things (IoT) is set to support a huge 46 billion devices by 2021. Due to this exponential increase, businesses are now coming to the realisation that they need to adapt their traditional business strategies to digital ones. Of course, there are other drivers that could be involved for businesses wanting to transform their businesses:
Related post: GDPR's impact on data capture
Starting your scanning digitisation project may seem simple from the outset, however with any large-scale projects, it requires some consideration. For instance, here are some important questions you need to be asking:
Answering these questions can help you understand just what to expect for the scope of your digitisation project and begin organising your data accordingly and understand what the best option is for you - which we discuss more in detail below.
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Depending on your responses to the above, there are three options available to you:
For documents that are required to be kept for retention purposes but are not accessed often, the most viable option could be to send these documents to an offsite storage provider.
However, sending to an offsite provider could pose some challenges. Here are some considerations:
Of course, there are many benefits to offsite document storage and retrieval including:
This option will still mean storing your documents offsite but allows you to retrieve a digital version of a document on demand and typical SLA’s are a same day turnaround.
The benefits of storing your documents offsite but with a scan on demand service level, are on the whole the same as above, with additional perks:
This option is for organisations that have larger scale digitisation projects and require several thousands of documents to be scanned and made digitally available to their employees. Ultimately securing the safety of the documents and making them instantly accessible.
On the other hand, with bulk scanning, businesses can see many more benefits than risks when choosing this option for their digitisation project, including:
No matter which option your business decides to use for your digitisation project - whether you scan on demand or opt for bulk scanning - outsourcing to a specialist document scanning vendor will be most beneficial.
Not only will you be freeing up your internal resources in handling digitisation of business-critical documents, but you’ll also be in the hands of a trusted vendor that understands your needs and the nuances of your industry. Additionally, with an outsourced vendor such as EDM, you can be assured that you’ll be receiving the highest quality service and expert advice!
Want to learn more about how document scanning can benefit your organisation? Request a free telephone consultation with our experts to find out more.
Mark is the Head of RIM at EDM Group. Mark has worked in the offsite storage and scanning industry for over 30 years, having previously held senior positions in Operations, Sales and Account Management. Mark is currently the Commercial Manager for EDM’s Records Management Division.
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