Normal
0
MicrosoftInternetExplorer4
Document conversion outsourcing is a good practice as this
is a tedious task and is time-intensive as well. However, hiring a document
conversion company can prove challenging, particularly with many
providers in the field. As the business owner, it is your responsibility to
find a good document conversion company that can offer you value-added services
that best meet your requirements. Customization is the keyword when it comes to
deciding on an ideal service. Your partnering company in the U.S should be able
to offer service that is tailor-made for you.
Search for Top
Companies in the United States
Look up the companies that enjoy excellent reputation in
this field. Normally, top outsourcing companies provide quality services. You
can use popular search engines such as Google, Yahoo and Bing for this purpose.
Google Maps is much more efficient in doing this task. If you want a service
provider from a particular location in the United States, just type ‘document conversion
company” followed by the city name (for e.g. Tulsa) into the search field and you
will be greeted with top companies and their location.
You can also find the link for reviews along with the
company details. By clicking on that link, you can read the customer reviews
regarding that company in Google+ as given below.
Thus, Google Maps not only gives you the correct location
of top companies, but also help you take the right decision in choosing a
conversion company.
Gather Information
about the Services Offered
Once you find out top companies, gather all information
regarding the document
conversion services provided by them. Then, check whether those
services meet your requirements. A reliable company can offer the following
services.
Document
indexing
Onsite
and offsite document scanning
OCR (Optical Character Recognition) scanning
Paper
documents, scanned paper reports and scanned images conversion
Book
conversion
PDF document conversion
MS
word and MS excel conversion
XML,
HTML and SGML conversion
Your conversion requirements may change in time. The
company you choose should be flexible enough to cope up with the changing
requirements. Hence, check whether the company provides customized solutions
before selecting it.
Find Out Whether the
Company Has Long-term Experience
Experience is an important factor when it comes to measuring
the quality and reliability of any company. Find out how long the company you
want to partner with has been providing conversion services and whether it
holds a successful track record. Choose a company that has a number of years of
experience and good client testimonials. Such a company can provide the service
of highly experienced editors, researchers and proofreaders. Typically, it will
monitor the changes in the field of document conversion, utilize advanced
imaging and scanning technologies and have excellent document management
standards.
Confirm Whether Foolproof
Security Measures Are Implemented
There are certain regulations for preserving crucial
business documents. For example, it is mandatory to abide by HIPAA regulations when
handling medical documents. Public disclosure of such documents will cause
penalties. Hence, it is very important to check whether the conversion company
you want to select has implemented proper security measures. Following are the
security measures you can expect from a reliable company.
Password-protected
computers
Firewall
protection for computers
Proper
access controls and login procedures
FTP
and browser-based file transfer
Encrypted
servers for uploading and retrieving documents
Shredding
unnecessary crucial documents onsite
Video
monitoring and strict entry requirements in building (where document
conversion is done)
Regular
QA checking
Confidentiality
agreements signed by employees
Check whether the company offers a free trial so that you
can figure out the efficiency, turnaround time and other important features of
the company.
Ensure Services are
Affordable
Even if the selected company provides quality services, it
won’t give you actual benefits if the services are not within your budget. The
prime purpose of outsourcing is to reduce the cost of document conversion.
Before making up your mind about a particular document
conversion company, ensure that the services offered are
affordable. You can get 30 to 40% cost savings by choosing the right,
client-centric company in the U.S.