If you are a company that is looking to outsource digital conversion to a document scanning company, then you have a lot more important decisions to make.  Unfortunately, it is more than just a plain old Google search.

First, you should think about what kind of records you’re going to be scanning.  What IS your business?  Are you an insurance company, a medical practice, a hospital, a veterinarian office, a law firm, accounting firm, etc?  Any reputable company should be able to professionally scan any type of paper documents IF they have state-of-the-art equipment and software, and most importantly expertise and experience.

With that being said, when picking a scanning company, if you have too many options, it may be overwhelming.  Find a company that you can trust.  If it seems too good to be true, it probably is.  A company should be able to examine your documents, provide you with a quote, and explain everything about what their plan is for converting your documents.  If there are any “let me find out” answers to your questions, you’re not talking to the right company.

How secure a company keeps your documents should be discussed in the first meeting.  If you’re handing over your office’s medical records, then you’re going to want to ensure that they’re as secure as they can be, e.g. are they familiar with PHI and HIPAA terminology and safeguards, do they lock down the Internet in production areas, etc.  Ask questions, see examples, and ask for a tour, does the company have reference letters they are willing to provide?

A clear sign of the right company is a company that takes the stress out of the process for you.  All you should ever have to do is sign on the dotted line, and pay.  The company you choose to scan your images should arrange a pickup, boxing services (if necessary), job configurations, deadline adherence and of course the scanning, indexing and reassembly (again, if necessary).  You should be able to request to be kept as up to date as possible during the scanning process without an eye-roll or hesitation from the company.  Another good feature to ask about in scan-on-demand.  Does the company you’re looking at offer a service for scanning records you need access to while they have them?  Are they going to charge you for it, essentially meaning you’ll pay twice for those records?  Be sure to read the fine print!

As much as this process should be about business, it should also be about trust.  You can choose the company with the lowest prices, but can you trust that they’re going to do a good job?  Can you trust that you’ll get your documents in the turnaround time they promised?  Does the company want your business, or do they want your money?  Silly question, yes, but think about it – have you ever made a financial decision out of pressure?  Who benefited from that?  You’ll know the right fit when you find a company that can put you at ease, don’t settle on the first one, and don’t be afraid to say no!

If I can offer one last piece of advice, it is this: remember that you get what you pay for.

Let me know what your experiences have been with scanning companies.  Have you ever felt taken advantage of?  Have you had a bad experience?  Or, have you had a great experience, only to make you wonder why you didn’t go digital sooner?  I’d love to hear from you!

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What does WBE stand for?

WBE is an acronym for Women’s Business Enterprise.

What is a WBE-Certification?

WBE Certification stands for Woman Business Enterprise and denotes that a woman (or women) has majority ownership and control of a business entity.

Why is WBE Certification Important?

First, most local and national government purchasing agencies track and/or have programs for doing business with women business owners.  Having WBE Certification is the only way the purchasing agents have confidence that a business representing itself as woman-owned is, in fact, woman-owned and controlled.

Second, many publicly-held corporations, as well as larger private corporations, also track and have programs for doing business with women-owned vendor companies.  They, too, rely on WBE Certificaiton.

What benefits come from a WBE-Certification?

Since 1997, the WBENC has been operating as a non-profit organization that certifies women-owned and operated businesses all over the United States.  As a certified company, you are entitled to some great benefits.  For example, you may be eligible to take executive education programs or other training classes.  Your business may be placed in a research study to keep track of trends in our current economic environment.  Companies who are not WBE-Certified may wish to partner with you as a vendor because of your certification.  This is a great way to increase revenue!

How does my company become WBE-Certified?

First and foremost, your company has to be owned and operated by a woman, or women who are legal U.S. residents.  You can apply for certification if you’re a President who is an active member of daily management and has been for at least 6 months.  If you meet the criteria listed on the WBENC website, then you are encouraged to fill out the application.  Once filled out, the review process begins.  This takes some time, so please be patient!  You’ll be emailed every step of the way as your application goes through the process.

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