In this three-part records management series, our records management consulting services team discussed the pros and cons of in-house vs. outsourced scanning. Chances are, your company is stacked high with paper records taking up prime real estate in your office. Your organization has made the decision to take action, but implementation seems a daunting task.

Many companies struggle with the decision of whether to do in-house scanning utilizing their current personnel, or choosing to outsource the work to a document scanning professional. If you decide that in-house document scanning may be for you, here are some factors to consider:

In-house or on-premises scanning is optimal for companies that have a consistent, small stream of records to scan on a frequent basis. This scanning can be added effectively into your work processes by providing personnel with work area scanners or access to multi-function devices.

Keep in mind that there are tasks that will need to be staffed in order to proceed with your DIY scanning. Some tasks include identification; selection; preparation; digitization; metadata creation; quality control; systems support; management; maintenance of the database; and a web delivery system. While scanning in-house may be a more cost-effective choice, there are employee hours and managerial responsibilities to be considered before making this decision.

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If you decide to do scanning on a much larger scale, an additional consideration is the need for adequate and secure office space dedicated to the scanning function. The designated area must have phone and data lines, a LAN connection, and protection for uninterrupted power supply. Because scanning equipment and lights can raise temperatures, proper HVAC, lighting, and air filtration are also important to consider. You will require hardware such as scanners, monitors, workstations, and printers, plus the appropriate software to allow you to scan and store your records.

In-house scanning on a small or larger scale basis has the advantages of maintaining control over all the imaging functions, controlling the security and proper handling of all your records, and maintaining quality control. The disadvantages are that a large amount of money may be spent on getting the operation up and going instead of spending it on products (your scanned documents); the facility may necessarily be limited as to production capabilities; and the equipment will work its way into obsolescence.

Stay tuned for additional thoughts on the pros and cons of in-house vs. outsourced document scanning.