In-House Scanning?


Hybrid Document Scanning Approach?

Document Scanning Services?

Digitize Your Documents: Choosing Between

Scanning Services, 

In-House Scanning,

or Hybrid Approach


Need to convert your paper files to digital format? This guide explores the pros and cons of scanning services and in-house scanning to help you choose the best approach for your needs.


A Hybrid Approach

Often, a hybrid strategy is the most advantageous. We can support you in developing a digital workflow that allows your employees to scan ongoing documents productively. By having VDOCS handle the production scanning of your old back files, you can achieve the best of both worlds.



The Benefits of VDOCS Scanning Services:


  • Professional Quality: Expect high-resolution scans with experienced staff and top-notch equipment.

  • Time Savings: Eliminate the time-consuming process of in-house scanning, especially for large projects.

  • Reduced Costs Upfront: Avoid the initial investment in scanners, software, and staff training.

  • Storage and Management: Many services offer additional solutions like secure storage, document indexing, and management tools.

  • Specialized Expertise: Access advanced features like Optical Character Recognition (OCR), large format scanning, and archival-quality options.


Things to Consider with VDOCS Scanning Services:


  • Cost: Large volumes or ongoing needs can lead to higher costs over time.

  • Turnaround Time: Plan for delay while documents are scanned and processed. (VDOCS offers File Prioritization: We would prioritize the requested file and provide you the digital scan ASAP)



Benefits of In-House Scanning:


  • Control and Security: Maintain complete control over the scanning process and ensure maximum security for sensitive documents.

    (VDOCS On-Site Scanning: Maintaining Control:

    For maximum control and security, VDOCS offers on-site scanning services. Our team brings the equipment and expertise directly to your location, allowing you to keep your documents on-site while we handle the scanning)

  • Immediate Access: Scan and access documents instantly without waiting for an external service.

  • Cost-Effectiveness (Long-Term): In-house scanning can be more economical over time, especially with ongoing needs.

  • Customization: Easily tailor scanning procedures to meet your specific requirements, if you know how.


The Drawbacks of In-House Scanning:


  • Initial Investment: Purchasing scanners, software, and potentially additional storage can be expensive upfront.

  • Training and Labor: Staff training on equipment and process management can be time-consuming and costly.

  • Maintenance: Expect ongoing maintenance and potential equipment upgrades.

  • Limited Capacity: In-house scanning might be inefficient for large volumes or specialized needs.



Finding the Perfect Solution: A Hybrid Approach


Many businesses benefit from a combination of in-house and outsourced scanning. Here's how it works:

  • VDOCS Analyzes Your Needs: We assess your specific goals and recommend the most efficient approach.

  • Develop a Digitizing Process: Development of digital workflows for your documents e.g. with VDOCS autoFILER>autoINDEX. The goal is to automate as much as possible of your repetitive work processes.

  • In-House for Ongoing Scans: Your staff can handle day-to-day scanning tasks using a system we can help set up.

  • VDOCS for Back File Conversion: We handle the high-volume scanning of your historical records, ensuring a secure and efficient process.

  • Integrated Workflow: Seamlessly integrate your scanned documents into your existing digital workflow.

  • Backup scanning: For increased Volume, additional high-volume scanning, that is beyond your regular capacity, VDOCS would be your backup center for document scanning.



Combining the Hybrid Approach with VDOCS On-Site Scanning:


For maximum control and security, VDOCS offers on-site scanning services. Our team brings the equipment and expertise directly to your location, allowing you to keep your documents on-site while we handle the scanning.




Let us support you with the most beneficial document-scanning solution.

Contact us today.


....serving Florida since 2004