January 18, 2013 by Mitch Taube Categories: Document Scanning

Have you ever noticed that during peak delivery times, such as around the holidays, not all UPS drivers use their official brown trucks? UPS turns a shade of orange by utilizing U-Haul trucks to help manage overflow during their busy season. Instead of investing capital in a fleet that would cover peak times but lie underutilized for 90% of the time, UPS has invested in capacity to cover 90% of the time and outsources the rest. Shareholders may appreciate the impact on UPS’ stronger dividend yield compared to FedEx.

These relationships occur across many different industries: retail employees during the holiday season, tax preparers through April 15 or an extra shift during high volume manufacturing cycles. This flexibility enables organizations to keep their capital expenditures and labor costs in line through the rest of the year while being able to accommodate resources needed to handle peak business demands.

Planning for What You Don’t Know You Don’t Know

Just like UPS, there may be times of the year when your business has a need to scan significantly more documents than what your scanning capacity can handle. Peak document volume may be every Monday, end of the month, end of the quarter, back-to-school, and/or end-of the year. For others, it’s annual enrollment periods, a product launch, a big case, clinical trials, new government regulation, or M&A activity. Some you can see coming. Others you can’t…

Regardless of the reason, it’s wise to invest your capital in what will handle your average run rate with room for growth, while also lining up an external partner to handle occasional, seasonal and/or unanticipated overflow.

Document Scanning Partner Considerations

When choosing a partner to complete these jobs, they should have the following operational traits:

  • Capacity: Do they have the equipment and labor resources to handle your job? Can they ramp up to meet your needs in addition to the business that they currently manage? Can they add a shift for large spikes in demand? Taking a site tour can assure that they have both the high speed scanning equipment as well as the appropriate document storage and staffing capabilities to handle your documents.
  • Process: Can they appropriately track the documents when they enter their document scanning facility, especially if you have a particularly high volume of documents in a short timeframe? Can they ensure the security and limit access to your documents? Can they produce a needed document in the middle of a scanning project? Does their quality control process ensure that every document is scanned and indexed properly?
  • Experience: How many years have they been in the business of document scanning? How often do they perform high volume, quick-turn scanning jobs, and what measures do they use to determine success? Does this meet your criteria? Can they scan fragile paper, books, large format documents, and film?
  • Bonus: Can they help you scan more efficiently and supplement your current scanning infrastructure and/or document management and workflow automation system—or do they just want to sell you scanning services?

A Partnership for the Long Haul

While price is always important, we encourage you to make sure that your external document scanning partner has the experience and resources to meet your needs. When turning outside, you need someone you can rely upon—often in a pinch—and know that they will handle your documents as good, if not better, than you would.

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