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On-Site vs Off-Site Document Scanning: Which Is Right for Your Organisation?
Oct
On-Site vs Off-Site Document Scanning: Which Is Right for Your Organisation?
When embarking on a bulk document scanning project, one of the first decisions South African organisations must make is where the scanning will take place.
- On-Site Scanning: A professional team brings scanners and equipment to your premises.
- Off-Site Scanning: Your records are transported securely to a scanning bureau.
Both options have advantages, risks, and ideal use cases. This article compares them to help you decide which model best fits your organisation’s needs.
What Is On-Site Scanning?
On-site scanning means the scanning company sets up temporary equipment and staff at your office or archive facility.
Advantages
- Maximum security: Sensitive records never leave your premises.
- Compliance assurance: Ideal for files governed by strict regulations (e.g. medical, financial, or legal).
- Immediate oversight: Your staff can supervise the process and answer questions.
Disadvantages
- Requires space, power, and environmental conditions.
- More expensive (day rates for staff and equipment setup).
- Typically slower throughput compared to a scanning bureau.
Best For
- Highly confidential records (e.g. HR, healthcare, legal case files).
- Organisations concerned about chain-of-custody risks.
- Businesses with the infrastructure to host scanning equipment.
What Is Off-Site Scanning?
Off-site scanning involves transporting your records to the service provider’s secure scanning centre.
Advantages
- High-speed throughput: Industrial scanners can process hundreds of thousands of pages daily.
- Cost-efficient: Lower per-page rates due to scale.
- Minimal disruption: No need to rearrange your office or set aside space.
Disadvantages
- Chain-of-custody risk during transport.
- Requires trust in the provider’s security measures.
- May not be suitable for documents requiring immediate access during scanning.
Best For
- Large backfile projects (e.g. decades of archives).
- Businesses prioritising cost savings.
- Records that are not highly sensitive or needed daily during digitisation.
Comparing On-Site vs Off-Site Scanning
| Factor | On-Site Scanning | Off-Site Scanning |
| Security | Highest – documents never leave premises | Strong, but requires secure transport |
| Compliance | Ideal for POPIA-sensitive data | Suitable if provider offers strong controls |
| Speed | Moderate (limited by on-site setup) | High (industrial scanners, multiple shifts) |
| Cost | Higher (setup, staffing, equipment hire) | Lower (economies of scale) |
| Convenience | Needs space, power, oversight | Minimal disruption to business operations |
| Best Use Case | Confidential files, small-medium batches | Large backlogs, bulk scanning projects |
POPIA Compliance Considerations
Whether on-site or off-site, ensure your provider:
- Uses vetted staff under NDA.
- Provides audit trails for each batch.
- Encrypts files in transit and at rest.
- Issues destruction certificates for paper originals, where applicable.
How to Decide What’s Right for You
- Assess sensitivity: If files include medical, HR, or legal records, on-site may be safer.
- Review volumes: For millions of pages, off-site offers economies of scale.
- Budget carefully: Weigh cost savings against security and oversight.
- Consider business disruption: Can your operations accommodate a scanning team on-site?
The choice between on-site and off-site document scanning comes down to balancing security, cost, and convenience.
- If your top priority is data sensitivity and oversight, choose on-site scanning.
- If your focus is cost-efficiency and speed, choose off-site scanning.
- For many South African businesses, a hybrid model—scanning critical files on-site and bulk archives off-site—offers the best of both worlds.