In this blog:
The Benefits of Outsourcing Document Scanning
When In-House Scanning Makes Sense
Key Considerations Before Outsourcing
How Nimble Supports Both Outsourced & In-House Solutions
The Bottom Line
The Benefits of Outsourcing Document Scanning
Many organizations underestimate the complexity of large-scale digitization. What starts as a “simple scanning project” can easily spiral into weeks (or months) of delays.
Outsourcing document scanning is often the most efficient route for organizations dealing with large volumes of records or time-sensitive digitization projects.
Here’s why:
1. Speed and Scale
Specialized providers like Nimble use high-speed scanners that process up to 1 million pages per day. What might take your team weeks (or even months!) to complete can be done in a fraction of the time, without disrupting day-to-day work.
For a deeper dive into what “bulk” really means, check out our blog on Bulk Scanning: How to Handle High-Volume Projects.
2. Accuracy and Quality
Bulk scanning is about more than just converting paper to PDFs. It’s about ensuring files are properly indexed, searchable, and formatted for future access. Professional scanning teams use image enhancement, data validation, and automated quality control to deliver consistent, high-quality results.
3. Cost Efficiency
Setting up an internal scanning operation requires hardware, software, and staffing, all of which are costly and time-consuming to maintain. Outsourcing gives you predictable costs and expert-level results without the overhead.
4. Security and Compliance
For industries like healthcare, finance, and government, document security is non-negotiable. Nimble’s scanning facilities meet Protected B security standards and maintain a 100% Canadian data residency guarantee, meaning your information never leaves the country.
From intake to delivery, every file follows a strict chain of custody, ensuring complete accountability and compliance with Canadian privacy regulations.
When In-House Scanning Makes Sense
Of course, not every scanning project needs to be outsourced.
For smaller organizations or departments with limited volumes — say, a few hundred documents a week — in-house scanning can be a perfectly practical solution. It allows for greater control, immediate access, and lower short-term costs.
However, this option works best when:
- Document volume is low or steady.
- You already have a secure storage infrastructure in place.
- Staff can dedicate time to indexing and quality control.
For high-volume, multi-departmental, or compliance-heavy projects, outsourcing still offers better value, speed, and assurance.
Key Considerations Before Outsourcing
Before choosing a document scanning partner, consider these important factors:
- Volume & Timeline: How quickly do you need the job done? Providers like Nimble specialize in high-volume document scanning for large-scale projects.
- Security Protocols: Ensure your vendor meets national privacy and data protection standards.
- Data Hosting Location: Confirm that all scanned data remains in Canada, which is essential for those working in the public sector, healthcare, and finance.
- Integration Capabilities: Ask whether digital files can be integrated directly into your existing records management system or AI automation tools.
Confused about how AI can help with information management? Get a closer look with our blog showcasing 5 Ways AI Business Automation Boosts Productivity.
How Nimble Supports Both Outsourced & In-House Solutions
Nimble isn’t just a service provider; we’re your partner in information management.
We offer flexible document scanning solutions designed to fit your needs, whether you want to outsource your entire archive or digitize records internally with our support.
- Outsourced Scanning: Secure, high-volume facilities that handle millions of pages efficiently and accurately.
- On-site & Hybrid Options: For organizations with strict confidentiality needs, Nimble can set up secure on-site scanning within your premises.
- End-to-End Integration: Once digitized, your files can be indexed, tagged, and integrated with your document management system or AI automation workflows.
Learn more about Nimble’s Document Scanning Services.
The Bottom Line
Deciding whether to outsource or scan in-house depends on your capacity, compliance needs, and project scale. But if your team is already stretched, outsourcing is often the fastest, safest, and most cost-effective path to a digital future.
At Nimble, we combine secure infrastructure, scalable technology, and decades of expertise to make document digitization simple, compliant, and efficient, so you can focus on what really matters.
