Generic service claims
Ask for a workflow from file intake to final searchable archive, not only a promise of scanning.
Vendor Scorecard
Document digitization RFP checklist for comparing scanning companies in India.
Most competitor pages explain what document scanning is. This checklist helps procurement, operations, IT, compliance and records teams compare vendors before awarding a document digitization project.
Vendor scoring matrix
| Evaluation area | Weight | What to verify |
|---|---|---|
| Security and chain of custody | 20% | NDA staff, access control, batch tracking, secure transfer, exception reporting |
| Scanning and preparation capacity | 15% | Daily output, mixed paper handling, bound files, registers, damaged pages, multi-location planning |
| OCR and indexing quality | 20% | Searchable PDF, metadata fields, manual verification, naming rules, DMS-ready index sheets |
| Output and integration readiness | 15% | PDF/A, TIFF, CSV, folder structure, DMS, EMR, ERP, cloud or SFTP handover |
| Onsite project capability | 10% | Scanner deployment, operators, supervisors, space planning, local document control |
| Industry experience and proof | 10% | Healthcare, BFSI, government, legal, HR, finance, archive and case-study relevance |
| Commercial clarity | 10% | Page rate, setup cost, OCR cost, indexing cost, onsite cost, timeline and change requests |
Questions to include in your RFP
- What document types, paper sizes and physical conditions can you handle?
- Can you scan onsite if records cannot leave our premises?
- How do you track cartons, files, batches and missing pages?
- What OCR accuracy checks and manual verification steps are included?
- Which metadata fields can be captured for search and retrieval?
- What final formats can you deliver: searchable PDF, PDF/A, TIFF, CSV or DMS-ready folders?
- How are confidential documents protected during scanning, storage and transfer?
- Can you share similar case studies for our industry and volume?
- What is the realistic daily output and project timeline?
- How are damaged, unreadable, duplicate or out-of-sequence documents reported?
What makes Tyrus different
Tyrus can support the full paper-to-digital path: document preparation, bulk scanning, onsite scanning, OCR indexing, metadata capture, searchable PDF, DMS-ready folders, secure handover and case-study-backed industry workflows.
Common competitor gaps to check
Low per-page pricing
Compare total cost including preparation, OCR, indexing, onsite setup, QC and final handover.
Cloud storage promises
Confirm whether output can also work with your DMS, EMR, ERP, SFTP or internal archive policy.
Top-company lists
Use lists for discovery, but score vendors on execution proof, security and fit for your record types.
Need help preparing a scanning RFP?
Share your page volume, document types, locations, security needs and output format. Tyrus can help define the right scanning scope before the project starts.