Why Outsourcing Your Document Scanning Makes Sense

Organizations across every industry are under increasing pressure to digitize paper records, improve information access, and reduce operational inefficiencies. While document scanning may appear to be a task that can be handled internally, many organizations quickly discover that in-house scanning projects are more complex, time-consuming, and costly than expected.

Outsourcing your document scanning to a professional offers a smarter, more efficient path to digital transformation. With proven workflows, specialized technology, and experienced professionals, AMS Imaging Inc. delivers accurate, secure, and timely results without disrupting your day-to-day operations.

The Hidden Challenges of In-House Scanning

At first glance, internal scanning may seem straightforward: acquire scanners, assign staff, and begin digitizing. In reality, organizations often encounter challenges that slow progress and compromise quality.

A lack of a structured plan can lead to inconsistent results, incomplete files, and missed deadlines. Document preparation becomes messy and inefficient, with staff struggling to remove staples, clips, and notes while managing paper jams, mixed page sizes, and fragile documents. Without a standardized process, errors multiply and productivity drops.

Internal teams are also rarely trained in professional digitization standards. Administrative staff may already be stretched thin, and adding scanning responsibilities can lead to burnout, delays, and mistakes. Hiring temporary staff introduces additional costs for recruitment, training, and supervision, all of which extend project timelines.

A Proven, Systemized Approach

AMS Imaging Inc. removes uncertainty from the digitization process by applying a proven, systemized approach developed through years of experience. Every project begins with a clear plan that defines scope, timelines, quality standards, and delivery requirements.

Rather than placing the burden on your internal team, AMS Imaging Inc. manages the entire process from start to finish. Structured workflows ensure consistency, accuracy, and efficiency, allowing projects to move forward smoothly with minimal oversight required from your organization. This disciplined approach delivers predictable outcomes and eliminates the trial-and-error that comes with in-house scanning efforts.

Professional Document Preparation Without Office Disruption

One of the most underestimated challenges of scanning is document preparation. Improper prep leads to lost pages, skewed images, incomplete files, and costly rework.

AMS Imaging Inc. employs trained professionals who specialize in document preparation. Staples, paper clips, sticky notes, and damaged pages are handled carefully and methodically to ensure every document is ready for accurate scanning. This work is completed at AMS Imaging Inc.’s secure facilities, keeping clutter, noise, and disruption out of your office.

By outsourcing preparation and scanning, your team can continue working in a clean, uninterrupted environment while the project progresses efficiently off-site.

Faster Project Completion with Dedicated Experts

In-house scanning projects often drag on for months, sometimes years, as scanning competes with daily responsibilities. Partial digitization creates confusion, increases the risk of lost or damaged data, and leads to escalating costs.

AMS Imaging Inc. assigns a dedicated team of digitization professionals whose sole focus is on completing your project efficiently and on schedule. With commercial-grade equipment, refined workflows, and experienced operators, AMS Imaging Inc. completes projects significantly faster than internal teams using office scanners.

Clear timelines, milestones, and accountability ensure your records are fully digitized without lingering half-finished projects.

Built-In Quality Control You Can Trust

Accuracy is non-negotiable when digitizing important records. Inexperienced staff may overlook pages, scan documents incorrectly, or fail to maintain proper orientation and order.

Quality control is built into every stage of AMS Imaging Inc.’s process. Each document is tracked, verified, and reviewed to ensure all pages are captured clearly and correctly. This systematic quality assurance minimizes errors and provides confidence that your digital files are complete and reliable.

The result is a trustworthy digital archive that supports daily operations, audits, and long-term records management.

Commercial-Grade Technology for Superior Results

Office scanners are not designed for high-volume or complex digitization projects. They are slower, prone to breakdowns, and often produce inconsistent image quality.

AMS Imaging Inc. uses high-speed, commercial-grade scanners capable of handling large volumes while delivering crisp, high-resolution images. These scanners capture fine details, maintain consistent quality, and process documents far more efficiently than standard office equipment.

Professional technology ensures your digital records meet usability, compliance, and archival standards.

Searchable Files Through OCR Technology

One of the greatest advantages of outsourcing scanning to AMS Imaging Inc. is the inclusion of Optical Character Recognition (OCR). Without OCR, scanned documents are little more than static images, making them difficult to search and use.

OCR-enabled files allow users to search for keywords, names, dates, and reference numbers within documents. This dramatically improves information retrieval, supports compliance requests, and enhances productivity across your organization.

Searchable digital files transform scanned records into functional, valuable business assets.

Reduced Burden on Senior Staff

Internal scanning projects often require significant supervision from senior staff, diverting their attention from strategic and revenue-generating activities.

AMS Imaging Inc. assigns experienced project managers to oversee every aspect of the digitization process. These professionals handle scheduling, quality control, issue resolution, and communication, keeping the project on track without demanding constant input from your leadership team.

This allows your senior staff to remain focused on core business priorities while scanning progresses smoothly in the background.

Integrated Shredding and Secure Disposal

Once documents are scanned, organizations must decide how to manage secure disposal. In-house shredding requires equipment, labour, storage space, and compliance oversight.

AMS Imaging Inc. offers secure shredding as part of its scanning services. Once digitization is complete and approved, paper records can be destroyed according to your retention policies without the need for additional vendors or internal handling. This integrated approach simplifies records disposition and reduces risk.

Accuracy, Efficiency, and Peace of Mind

Outsourcing your document scanning to AMS Imaging Inc. delivers more than just digital files; it provides confidence. With expert handling, proven processes, secure facilities, and professional oversight, you gain peace of mind knowing your records are in capable hands.

Your organization benefits from faster completion, higher-quality results, reduced internal strain, and a seamless transition to digital records.

AMS Imaging Inc. in Ottawa, Your Trusted Partner for Digitization Services

With AMS Imaging Inc., you are choosing accuracy, efficiency, and reliability. Instead of diverting valuable time and resources to an internal scanning project, you can trust experienced professionals to deliver results that meet your operational and compliance needs. We take pride in delivering accurate and efficient service on time and on budget. To learn more about how we can help you with your digitization needs, contact us online or by telephone at 613-723-1668.