When to Outsource vs. Invest in In-House Scanning Technology

60-Second Summary

Should you outsource document digitization or invest in an in-house scanning solution? Choosing the right approach to digitizing 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 organization. Read on to learn more and find the right solution for your business needs.

When to Outsource vs. Invest in In-House Scanning Technology

Digitizing physical documents is essential for improving efficiency, ensuring compliance, and unlocking valuable data for analysis. However, organizations face a critical decision: should they outsource document digitization 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 Digitization to a BPO

Outsourcing digitization to a BPO can be a viable option for businesses with specific needs. Here’s when outsourcing might make the most sense:

Irregular or Low-Volume Digitization Needs

If your organization occasionally handles digitization projects or doesn’t 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 digitization projects within tight deadlines.

Limited In-House Expertise or Resources

Organizations 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 specialize 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

For organizations with ongoing digitization needs, investing in a production scanner, like the OPEX Falcon+ or OPEX Gemini, offers significant advantages. Here’s when buying in-house equipment is the right choice:

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 digitization 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, minimizing the risk of breaches.

Long-Term Cost Efficiency

While the upfront cost of purchasing a scanner might seem high, it’s often more cost-effective in the long run compared to the ongoing fees associated with outsourcing. This is especially true for organizations with consistent digitization 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 organizational 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 , 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 organizations expecting growth in digitization demands, purchasing a scalable solution like OPEX scanners can future-proof operations.

Turnaround Time

If you require rapid digitization 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 organization 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 digitization and investing in a production scanner, such as the OPEX Falcon+ or OPEX Gemini, depends on your organization'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, organizations with sporadic or one-time needs may benefit from the convenience and expertise of a BPO.

Understanding your document digitization 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, digitization is a step toward enhanced efficiency, accessibility, and business growth.