There are often times when a business needs to process a large number of documents by a strict deadline. While almost all companies (and most homes) are equipped with scanners–due to their ever falling price points–the type of volume that can sprout up unexpectedly can often overwhelm a small business’s capacity.
When this occurs, a business owner is faced with three options. Either they plow ahead with the existing equipment, and likely overwork both employees and machinery, and in the end miss the deadline anyway. A second choice is that they purchase equipment more suited for the task and hope that they will earn a return on it through repeated use over the life of the business.
The third, and most sensible choice, however, is to investigate the possibility of a scanner rental. By employing such a service you can scale up to meet the immediate needs without incurring the high cost of purchasing new equipment. On top of this, most reputable rental firms will also provide document management solutions as part of the package. So, not only will you have the raw physical capacity to manage your workload, you will also have the appropriate software to format the documents.
Selection. A good scanner rental firm will provide a thorough consultation with you before recommending a particular scanner. Most good firms have a wide selection of models in various tiers. They should work with you to determine the most cost-effective, efficient way to meet your needs. After that is done the equipment can usually be delivered to your location. On- or off-site training is often included along with documentation.
Software Options. Another thing to check for is a range of options when it comes to document management solutions. A good firm will offer you a choice between the out-of-the-box software that is pre-installed on the equipment or a more customized solution. It is often worth it to pay for some customization as this can increase productivity by automating tasks and can also increase image quality.
Post-task support. Once you have completed your task and met your deadline, a good firm will stick around to help you manage your data. This could include some type of service warranty, or access to software to help you with indexing and searching your newly digitized documents. The key is not to get stuck with a mass of document file but little in the way of management capability. These are just a few tips to keep in mind when faced with a large scanning project that may swamp your current capacity. It is likely a good choice to outsource your equipment through a scanner rental service.
Once you have the proper equipment, you must be sure that the digital documents you are creating are properly indexed and stored. This requires appropriate document management solutions, something that a top tier firm will provide to you along with the equipment. Once you have your solution, be sure that they stick around and provide support.