5 Questions to Ask before Scanning Your Documents
The benefits of converting paper records to digital data are unlimited. But you can’t just start scanning your documents and expect success; careful planning is a must. Before going paperless, ask yourself these five questions:
1. Do I have the resources needed to convert my paper documents to digital data?
Scanning is more than feeding documents through a scanning machine—it involves multiple processes that require acute attention to detail:
- Pre-scan sorting of records
- Document preparation, including removal of staples & binder clips, repairing damaged corners and torn documents
- File indexing
- Scanning and conversion
- Image and resolution adjustment (QC)
- Application of Optical Character Recognition (OCR) software
- Image transfer and storage
You need dedicated and knowledgeable staff for seamless operation from each step to the next.
Having the right equipment is also a must. A desktop scanner is ideal for imaging a few sheets of paper, but when converting hundreds or thousands of documents to digital images, you need a high-speed production scanner and imaging software, each of which costs thousands of dollars. Partnering with a document scanning and imaging company provides the expertise and technology you need for a cost-effective and efficient paperless solution.
2. Which documents should I scan?
Converting your most active paper records to digital images reduces office space constraints and ensures efficient sharing and distribution of important information. There’s no sense in scanning inactive documents with short retention lifespans. Storing them offsite until they reach their final disposition date is more secure and cost-effective. With a Scan on Demand solution, your documents are stored in a records center. When you need a document, it’s scanned and delivered electronically to your workstation or laptop.
3. Where will I store my images?
A document-scanning solution enables documents to be stored, organized, retrieved, and distributed without straining your IT resources and staff. After scanning your documents, your document scanning company should add your digital images to an image hosting account where you can access them from anywhere and integrate them into your workflow processes in real time.
4. When should I scan my documents?
When you scan your documents depends on whether you can devote time and staff to a scanning project. Few businesses can afford to put core tasks on hold and train employees for a scanning project. Partnering with a document scanning and imaging company allows you to start your scanning project anytime and completing it without disrupting your business.
5. How do I find a qualified document scanning company?
Whether you have an inventory of legacy files cluttering your office or a collection of active documents that need to be incorporated into your workflow processes, you want a document scanning company with a full range of imaging solutions. Look for a locally-owned company with a trusted reputation and long experience serving businesses in your community.
Docusafe serves businesses in New Jersey, New York and Pennsylvania with document scanning and imaging services.
For more document scanning tips, please call us at (888) 264-7367 or complete the form on this page.
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