Document Scanning Services,

In-House Scanning,

or a Hybrid Approach

Need to convert your paper files to a digital format? This guide examines the advantages and disadvantages of scanning services, in-house scanning, and a hybrid approach, enabling you to select the most suitable option based on your budget, volume, and document types.

The Benefits of VDOCS Scanning Services

Professional Quality:
Expect high-resolution scans using production high-speed, flatbed, or large-format scanners operated by trained staff.

Time Savings:
Eliminate the time-consuming process of in-house scanning, especially for high-volume, fragile, or oversized documents.

Reduced Costs Upfront:
Avoid large investments in equipment, specialized software, and staff training.

Storage and Management Solutions:
Secure storage, cloud upload, encrypted backups, and customized document classification.

Advanced Capabilities:

File Size Optimization:
We balance image quality and compression to minimize storage without compromising legibility.

Specialized Scanning:
Large-format blueprints, bound books, fragile records, and more.

OCR and Indexing:
Data extraction and sorting into folders based on file content or metadata.

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Considerations with VDOCS Scanning Services

Cost:
At first glance, scanning services may seem more expensive. However, they include everything — high-quality scanners, advanced software, trained staff, process setup, monitoring, and quality control. When you factor in these bundled services, the cost in most cases is lower thatn in-house with the advantage of consistent high quality. That said, for very high or continuous scanning volumes, ongoing service costs can accumulate over time. In such cases, a hybrid or in-house setup may be more cost-effective in the long run.

Turnaround Time:
External processing adds delay, but we offer File Prioritization for urgent requests.

Privacy Needs
Some sensitive documents may be better handled on-site or in-house.

Benefits of In-House Scanning

Control & Security:
Maintain complete oversight of sensitive or proprietary information.

VDOCS On-Site Scanning: Maintain Control, Maximize Security
Our mobile team brings high-performance scanning hardware and software directly to your location.

Instant Access:
Scan and retrieve documents immediately without waiting.

Cost-Effectiveness (Long-Term):
Lower per-page cost over time for large ongoing internal scans.

Customization:
Tailor file naming, indexing, and formatting to match your internal systems.

Software Integration:
Set up your workflows using tools like autoINDEX>autoFILER, or your ECM/DMS system.

Drawbacks of In-House Scanning

Initial Investment:
Requires the purchase of scanners (flatbed, high-speed, book scanners) and Software, learning and understanding the OCR software capabilities to provide consistent high-quality scans and secure them in a secure storage infrastructure.

Staff Training & Time:
Employees need training and dedicated time to scan, index, and verify files.

Maintenance Costs:
Scanners and software require updates, calibration, and support.

Capacity Limits:
Not ideal for fragile documents, oversized formats, or bulk backlogs.

A Hybrid Approach might work best

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 bulk conversion of your archive or back-files, you get the best of both worlds — speed, quality, and control.

Finding the Right Balance: A VDOCS Hybrid Workflow

How VDOCS helps you build an efficient digitization ecosystem:**

• Needs Analysis: We evaluate your scanning goals, document types, and volume.
• Smart Software Integration: Workflow design and OCR to create automated, searchable digital files.
• Daily Scanning, In-House: Your team scans current paperwork with VDOCS guidance and tools.
• VDOCS for Archive Backlogs: We scan legacy files off-site or on-site, depending on your security needs.
• Integrated Workflow Design: Scanned documents are indexed and integrated into your digital storage system, SharePoint, or DMS.
• Backup Scanning Partner: VDOCS becomes your go-to solution during spikes in volume, audits, or seasonal scanning needs.

Add-On: VDOCS On-Site Scanning for Hybrid Control

Need control without sacrificing quality?

We bring our scanning experts, OCR tools, and multiple scanner types (including wide-format, book cradle, and high-speed sheet-fed) to your location, ensuring top-tier results without your documents ever leaving the building.

Let Us Help You Digitize Smarter

Whether you're starting with a few boxes or transitioning an entire department, VDOCS delivers tailored, scalable scanning solutions to meet your exact needs.