Outsourcing Digitization: The smart choice for small businesses

Digitizing records correctly isn’t as easy as it sounds. Special equipment and staff trained in indexing and metadata tagging best practices. If you want the job done right, outsourcing to a vendor is your best bet. The benefits of small businesses from outsourcing digitization are 1. Use Experts, Get Expert Results Digital records are easier to search and faster to find, but that’s only true if they have been indexed and tagged accurately using metadata. To ensure every scanned record has the correct metadata, you need a knowledgeable digitization specialist dedicated to meticulous detail. 2. Avoid A Capital Investment Not all scanners are built the same. If you want high-definition scans of your most valuable assets, there are few options for spending a lot of money and time. Purchasing professional-grade scanning equipment and software are expensive. Imaging documents is time-consuming and draws your resources away from their core work. Outsourcing makes digitization fast and more economical. 3. Avoid Missing of Records Any time a team digitizes in-house, with multiple people handling documents and moving between locations, there’s always the chance of records getting lost. An outsourced solution mitigates sensitive document risks through a single, secure chain of custody. 4. Ensure Information Governance and Regulatory Compliance It’s difficult for in-house teams to keep up with changing retention, content classification, and privacy laws. Outsourcing can add the specialized expertise you need to keep your governance policies and practices within bounds and avoid costly mistakes. 5. Right-size your project Digitization isn’t an all-or-nothing endeavor. There are different levels for different digitization projects. Choose a vendor that can scale the scope of digitization to your small business needs. Kayman is a records management company that provides digitization services to clients across industries. Kayman is equipped with trained people and a state-of-the-art facility that can digitize documents from organizations of any size. If you want to know more about digitization services, contact us at info@kaymanvaults.com.