Checklist for outsourcing document scanning

Ten things to settle

1. How many boxesA rough count is enough, and the size of each box matters more than the number.
2. What is in themInvoices, personnel files, contracts, forms, or a mix. Different documents suit different indexing.
3. The physical conditionStaples, clips, bindings, torn or folded paper, faded thermal paper and mixed page sizes all add handling time.
4. Which documents need the most careAnything fragile or irreplaceable should be flagged up front.
5. How you will search the archiveThe names, dates and references your team already uses are the best indexing fields.
6. Where the files should end upSharePoint, a drive, your CRM or a portal. Settle this early because it shapes the indexing.
7. The file formatSearchable PDF suits most archives. Tell us if you need PDF/A or TIFF so we can confirm it in the quote. See which format to choose.
8. How long records must be keptRetention rules decide whether and when originals can go.
9. What happens to the originalsReturn, hold or secure shredding, and who authorises it.
10. Collection, handling and privacyWho collects, who handles the documents, and what confidentiality terms apply.

Common questions