How do I check a document scanning service’s backlog of client boxes?

Walk the storage area with the list. Check that the boxes match the records, that each is labelled and that nothing is stacked where it can be damaged or lost. Ask how a box is tracked from arrival to return. Look at age. Boxes that arrived long ago and sit untouched can point to a client who stopped caring or to a team that cannot keep up. Ask how the oldest ones are being handled and whether any customer has complained.

Ask how the work is billed. If clients are charged on arrival, the backlog is work already paid for and an obligation to deliver. If they are charged on completion, it is future revenue that is not yet earned. Your accountant can tell you how to treat it.

Check confidentiality. Client boxes can hold sensitive information. Ask how access is controlled and who handles the material. Your lawyer can advise on duties to clients. Finally, ask how fast the team scans in a normal week. Ask how the team prioritizes boxes when two clients want the same week, and whether the rule is written down. A stated rule suggests the backlog is managed rather than simply growing without anyone deciding.

Key takeaways

• Match the written box list to what is on the shelves.
• Look at the age of the oldest boxes and any complaints.
• Find out whether clients pay on arrival or on completion.