60-Second Summary
Should you outsource document digitisation or invest in an in-house scanning solution? Choosing the right approach to digitising your documents depends on factors such as volume, cost, security and scalability. This blog explores the key considerations to help you choose the best approach for your organisation. Read on to learn more and find the right solution for your business needs.
When to Outsource versus Invest in In-House Scanning Technology
Digitising physical documents is essential for improving efficiency, ensuring compliance and unlocking valuable data for analysis. However, organisations face a critical decision: should they outsource document digitisation to a Business Process Outsourcing (BPO) provider or invest in an in-house scanning solution, such as the OPEX® Falcon®+ or OPEX Gemini® production scanners?
The answer depends on factors like the volume of documents, budget, timeline, security requirements and the company’s long-term strategic goals. Below, we explore key considerations for making this decision.
Outsourcing Document Digitisation to a BPO
Outsourcing digitisation to a BPO can be a viable option for businesses with specific needs. Here is when outsourcing might make the most sense:
Irregular or Low-Volume Digitisation Needs
If your organisation occasionally handles digitisation projects or does not consistently generate large volumes of paper documents, outsourcing to a BPO may be more cost-effective. It eliminates the need to invest in high-end equipment that may sit idle for extended periods.
Tight Deadlines for Large Backlogs
Outsourcing is ideal for companies facing significant backlogs that must be processed quickly. BPO providers have the resources, staff and expertise to scale operations and complete high-volume digitisation projects within tight deadlines.
Limited In-House Expertise or Resources
Organisations that lack IT staff, experience with production-level scanning and data extraction benefit from outsourcing. BPOs handle everything from prepping documents to ensuring optimal image quality and indexing data for easy retrieval.
Stringent Compliance or Quality Standards
Many BPOs specialise in industries with strict compliance and security requirements, such as healthcare, finance and government. If your business must adhere to regulations like HIPAA or GDPR, outsourcing to a reputable BPO ensures compliance and peace of mind.
Investing in an In-House Solution
High or Recurring Document Volumes
Businesses that consistently generate large volumes of paper documents are better off owning a production scanner. OPEX scanners, known for their efficiency and flexibility, handle diverse document types and sizes, making them ideal for daily operations.
Need for Full Control and Security
For industries that deal with sensitive information – such as legal firms or financial institutions – keeping digitisation in-house ensures maximum control over document handling and storage. Scanners like the OPEX Falcon+ are designed with advanced features to help securely manage data, minimising the risk of breaches.
Long-Term Cost Efficiency
While the upfront cost of purchasing a scanner might seem high, it is often more cost-effective in the long run compared to the ongoing fees associated with outsourcing. This is especially true for organisations with consistent digitisation needs.
Configuration and Workflow Integration
Production scanners, like OPEX Gemini, are designed to integrate seamlessly with existing workflows. They can be configured to meet specific organisational needs, including document sorting, indexing and advanced data extraction. This level of control is difficult to achieve with BPO services.
Flexibility in Handling Varied Document Types
The OPEX Falcon+ and OPEX Gemini excel at handling diverse document types –everything from standard paper to odd-sized or fragile materials. For companies with unique scanning requirements, this flexibility is invaluable.
Key Considerations Before Making a Decision
Total Cost of Ownership (TCO)
Evaluate the cost of purchasing, maintaining and operating a production scanner versus outsourcing fees. Remember to factor in hidden costs, including staff training or operational downtime, when considering any ROI.
Document Sensitivity
If your documents contain highly sensitive data, keeping the process in-house may align better with your risk management strategy.
Scalability Needs
For organisations expecting growth in digitisation demands, purchasing a scalable solution like OPEX scanners can future-proof operations.
Turnaround Time
If you require rapid digitisation and have the resources to manage it internally, investing in a production scanner will likely be faster than outsourcing.
The Best of Both Worlds: A Hybrid Approach
In some cases, a hybrid approach might be the best solution. For example, an organisation could handle routine scanning in-house with an OPEX Falcon+ or Gemini scanner while outsourcing periodic high-volume projects to a BPO. This flexibility allows companies to balance cost, efficiency and scalability.
Conclusion
The choice between outsourcing document digitisation and investing in a production scanner, such as the OPEX Falcon+ or OPEX Gemini, depends on your organisation’s unique needs. Businesses with ongoing, high-volume requirements or stringent security concerns may find that in-house scanning provides greater control and long-term savings. Conversely, organisations with sporadic or one-time needs may benefit from the convenience and expertise of a BPO.
Understanding your document digitisation goals, budget and operational priorities is key to making the right decision. Whether you choose to outsource, invest in a production scanner or adopt a hybrid approach, digitisation is a step toward enhanced efficiency, accessibility and business growth.
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