Answers to the Top 5 Document Scanning Questions

Top view of pen,magnifying glass and notebook written with Top 5 on wooden background.More and more businesses are going paperless. As a result, we receive tons of questions about document scanning. In this blog, we answer the top five document scanning questions.

Q: Why Should I Outsource My Scanning Project?

A: If not handled and executed in the right way, your next in-house scanning project could lead to lost revenue and data. Scanning is more than feeding documents through a scanning machine—it involves multiple processes and requires acute attention to detail. A scanning provider handles every aspect of your scanning project, including:

  • Pre-scan sorting of records
  • Document preparation
  • File indexing
  • Scanning and conversion
  • Image and resolution adjustment
  • Application of Optical Character Recognition (OCR) software
  • Image transfer
  • Post-production reassembly, storage or destruction

Outsourcing your scanning project helps you save time and money.

Q: What Is OCR?

A: OCR stands for optical character recognition. OCR is technology that converts text in hard copy documents to a digital format. A scanning provider uses OCR while imaging your records so you can search your digital files by typing keywords and phrases.

Q: Where Should I Store My Scanned Documents?

A: A document scanning provider can transfer digital images to your preferred storage repository. If you do not have a storage repository, your scanning provider can add your digital images to an online image hosting account so they integrate with your workflow and are accessible in real time.

Q: Do I Need to Scan Everything?

A: If you plan on accessing only a small percentage of your documents, you don’t need to scan everything. The right scanning provider offers a Scan on Demand service that combines offsite records storage with document imaging. They store your semi-active and inactive documents in their secure records center. When you need a document, your scanning provider converts it to a digital image and delivers the image to your workstation or laptop. A Scan on Demand service offers a cost-effective solution for going paperless.

Q: What File Format Should I Use When Saving My Scanned Documents?

A: With the right scanning solution, you can choose from a variety of digital file formats. Whether you use TIFF (Tagged Image File Format) or PDF (Portable Document Format), your document scanning provider can convert to your paper records to a file format that supports your document management needs.

Docusafe serves businesses in New Jersey, New York, and Pennsylvania with document destruction, document scanning, and imaging services.

For more information about our document scanning and imaging services, please call us at 888-264-7367 or complete the form on this page.

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