The Hidden Risks of Outsourcing Scanning Overseas

When businesses in Portland and Vancouver consider digitizing their paper records, the cost savings of overseas document scanning services can seem attractive. However, sending sensitive documents halfway around the world introduces serious security, legal, and operational risks that far outweigh any initial savings.

At DataSafe, we’ve seen too many organizations discover these hidden dangers only after their confidential information has left the country. Understanding what’s at stake helps protect your business and your clients.

Loss of Physical Control Over Sensitive Documents

Once your documents leave your facility for overseas processing, you lose direct oversight of their handling. Your files travel through multiple custody transfers—shipping facilities, customs, foreign warehouses, and scanning centers you’ve never visited.

Each handoff increases the risk of loss, theft, or unauthorized access. Unlike local document scanning services where you can verify security protocols and even tour facilities, offshore vendors operate beyond your ability to audit or inspect.

Consider what happens if documents go missing during international transit. Recovery becomes nearly impossible, and determining where the breach occurred turns into a complex international investigation.

Compliance Violations and Legal Exposure

Federal and state regulations like HIPAA, GLBA, and FACTA impose strict requirements on how personal information must be handled. These laws don’t provide exceptions just because you hired a cheaper overseas vendor.

Your organization remains legally liable for any data breaches, even when they occur in another country. The penalties can be severe—including substantial fines, lawsuits, and regulatory sanctions.

Many industries face specific restrictions on sending sensitive information overseas. Medical records, financial documents, and legal files often require domestic handling to maintain compliance with data security compliance requirements.

Data Protection Standards Vary Dramatically

Countries differ widely in their data protection laws and enforcement. What’s considered secure handling in one nation might fall far short of U.S. standards. Your organization can’t assume that overseas facilities follow the same rigorous protocols required domestically.

Background checks, employee screening, and facility security measures that are standard practice in the United States may not exist or may be poorly enforced elsewhere.

Hidden Costs That Eliminate Savings

The quoted price for overseas scanning rarely includes the full cost. International shipping, insurance, customs duties, and extended project timelines add expenses that weren’t apparent in the initial proposal.

Quality control issues often require rescanning, creating additional costs and delays. Communication barriers and time zone differences slow problem resolution. The “savings” quickly evaporate when you factor in these hidden expenses and the value of your time managing international logistics.

The Secure Alternative: Local Document Scanning

Working with a local, NAID AAA Certified provider in the Portland or Vancouver area offers peace of mind that offshore services simply cannot match.

Your documents stay within the United States under continuous chain-of-custody documentation. You can visit the facility, meet the team handling your records, and verify security measures firsthand. When issues arise, you’re dealing with people in your time zone who understand U.S. compliance requirements.

Local providers also offer integrated services. After scanning, your original documents can be securely shredded on-site, eliminating additional shipping and ensuring complete destruction of sensitive information.

Protecting Your Organization’s Reputation

A data breach doesn’t just create legal problems—it damages your reputation with clients and customers. Explaining that sensitive information was compromised overseas while trying to save money on scanning doesn’t inspire confidence.

The decision of where to have documents scanned reflects your commitment to security and professionalism. Choosing quality and security over the cheapest option demonstrates that you take data protection seriously.

DataSafe provides comprehensive shredding services to businesses and residents in greater Portland, Oregon and Vancouver metro areas and southern Washington state. For document security shredding inquiries or to schedule document security service, complete the form on this page or call us at: Portland (503) 620-3423 or Vancouver (360) 218-2582.