Outsourcing document scanning is a smart move for organizations looking to digitize records, streamline workflows, and reduce physical storage. At ASM DataCore, we’ve helped countless businesses make the transition securely and efficiently. But as with any data-related process, there are risks to consider—particularly when handing over sensitive documents to a third party.
Below, we outline five key security risks associated with outsourced scanning, along with strategies to help you avoid them. Knowing these risks empowers your organization to make informed decisions and keep your data protected throughout the digitization process.
1. Data Loss or Breach During Transport
The risk: Physical documents typically need to be transported to an off-site facility. During this step, sensitive files can be lost, stolen, or accessed by unauthorized individuals if proper protocols aren’t in place.
ASM’s approach:
At ASM DataCore, we use secure, GPS-tracked transport vehicles and enforce strict chain-of-custody procedures. Our trained couriers follow documented handling protocols from pickup to delivery, ensuring your documents are accounted for at every step.
2. Unauthorized Access at the Scanning Facility
The risk: Once documents arrive at the scanning provider’s location, there’s a risk of unauthorized employees accessing or mishandling confidential information.
How ASM mitigates this:
Our scanning centers are equipped with restricted-access zones, 24/7 surveillance, and detailed personnel access logs. All ASM DataCore staff undergo rigorous background checks and sign confidentiality agreements, reinforcing our commitment to data privacy.
3. Unsecure Digital File Handling
The risk: After scanning, digital files are stored or transferred—and if not encrypted properly, they’re vulnerable to interception, ransomware, or data leaks.
Our safeguard:
We implement end-to-end encryption during both file storage and transfer. ASM DataCore adheres to industry best practices and maintains compliance with security standards such as ISO 27001. Your data is only accessible to authorized personnel and securely delivered via encrypted platforms or custom integrations.
4. Improper Disposal of Physical Originals
The risk: Once scanning is complete, physical originals may need to be destroyed. Inadequate disposal methods could result in data recovery or leaks.
ASM’s disposal standards:
We offer secure shredding services certified by NAID standards. Clients receive a Certificate of Destruction for full accountability. Alternatively, we can return original documents upon request or tailor destruction procedures to meet your compliance needs.
5. Non-Compliance with Data Privacy Laws
The risk: Mishandling sensitive data could expose your organization to legal penalties under regulations like GDPR, HIPAA, or the CCPA.
ASM’s compliance guarantee:
We work closely with our clients to understand their regulatory landscape and ensure full compliance throughout the document lifecycle. From onboarding to final delivery, our processes are built to align with the highest data protection standards.
Partnering with ASM DataCore Means Peace of Mind
When you choose ASM DataCore, you’re not just getting a scanning vendor—you’re partnering with a trusted data management expert. We take a security-first approach to every project, protecting your information with integrity, transparency, and precision.
Ready to digitize with confidence?
📞 Contact us today to discuss your project or request a free security checklist to guide your vendor evaluation.
