3 Common Myths Surrounding Document Scanning vs Reality

Although document scanning services and document management software have proven to be valuable tools for businesses looking to improve document organization, many companies are still struggling with paper overload and haven’t yet embraced digital transformation. Why? Misconceptions and fears surrounding document scanning may be holding them back, but these concerns are more myth than fact.

1. Concern About a Backlog of Files to Digitize

Myth:
For businesses that have accumulated years of documents taking up valuable office space, the idea of tackling this massive project can feel overwhelming. It seems too time-consuming, and employees may not know where to begin.

Reality:
A professional document scanning service can break down a large project into manageable tasks, handling everything from prepping and scanning to indexing. This means your team doesn’t have to deal with the heavy lifting—literally or figuratively—allowing them to focus on leveraging the digitized files to boost productivity and streamline workflows. Many companies start with smaller departments or specific projects, like scanning accounts payable or HR files, before expanding to other areas. This makes the transition easier and offers quick wins along the way.

2. Concern About the Cost of Document Scanning Services

Myth:
Many believe that document scanning services and document management software are too costly.

Reality:
While it’s true that there is an initial investment, the long-term cost savings are significant. By digitizing documents, you free up valuable office space currently being used to store files in cabinets or boxes. Essentially, you’re paying for storage space that could be better used for business growth.

Other cost savings include:

• Streamlining document management, reducing the need for large teams or extended time spent on paper processes

• Avoiding penalties for non-compliance with document management software

• Eliminating fees for physical storage and file retrieval

• Reducing time spent searching for paper documents

Moreover, outsourcing your scanning needs means your employees can remain focused on their core tasks instead of dealing with error-prone manual document scanning. This ensures no disruption in productivity and minimizes mistakes. Plus, once documents are digitized, your employees can easily access them from anywhere—whether they’re working remotely or in the office—helping to maintain productivity across locations.

3. Fear of Change When It Comes to Document Scanning

Myth:
Organizations that have relied on paper-based filing systems for years may resist moving to digital solutions due to fear of change. The idea of switching to a new system can seem daunting.

Reality:
Experienced document scanning companies simplify the transition by ensuring proper implementation of document management software and providing comprehensive training for your team. This ensures everyone is comfortable with the new system.

When selecting a document scanning partner, look for providers with proven experience and certifications like SOC 2 Type 2 and HIPAA compliance. These credentials are signs of a trusted partner. Also, be sure to ask for references to ensure you're working with a reputable provider.

The Bottom Line: Document Scanning is Easier Than You Think

Despite the myths, the reality is that document scanning is a simple and cost-effective solution that allows businesses to reclaim valuable office space, eliminate paper-based storage, and begin streamlining their operations. It’s often the first step toward a broader digital transformation that can improve efficiency across the board.