Essential Guidelines for Scanning Your Documents
If you are like most people, the idea of going paperless sounds great, except for the nitty-gritty details. In this blog, we help your scanning project come to fruition. Here are several helpful guidelines for scanning your documents:
1. Organize and Prepare
Every document you plan to scan should be sorted and organized. Staples, paperclips, and sticky notes must be removed from every page. Wrinkled and torn documents must be flattened and repaired. Do not underestimate the time it takes to prepare your documents for imaging. A document scanning provider can offer a turnkey solution that includes document preparation.
2. Choose the Right File Format
Not all file formats are equal. Some are just images while others are fully editable. The PDF (Portable Document Format) is the most widely-used format for text documents. Content from PDF documents can be searched for and edited by using OCR (optical character recognition) software. XML and XPS file formats are like PDF, but not as widely used. Tagged Image File Format (TIFF) is popular among graphic artists, photographers, and publishing companies who rely on high-resolution images. The bottom line is that you need to choose a file format that best suits the needs of your organization and its workflow requirements.
3. Decide Where to Store
Elimination of paper clutter is one of the top benefits of document scanning. But if you are not careful, you may end up with a pile of digital images to sort through. The right document scanning provider can upload your images to your preferred online image library, enterprise content management (ECM) system, or a media device to support your disaster recovery plan.
4. Gather Resources
There is no guaranteed success when scanning documents. Finding a reliable resource that saves you time and money is critical. Outsourcing your project to a trusted scanning provider is a step in the right direction. Find a partner who offers:
- Pre-scan sorting of records
- Document preparation
- File indexing
- Image and resolution adjustment
- Post-production reassembly, storage, or destruction
An expert in document imaging and data conversion will make sure your scanning project is a success.
American Document Securities offers scanning services for businesses in Atlanta and throughout Georgia. For more information about document scanning, please call us at 877-527-5237 or complete the form on this page.
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My staff and I had the pleasure of participating in an ADS Consulting Shredding & Storage Workshop in April 2011.As a new business, it was critical for us to get off to a good start. The workshop provided us with useful information and practical applications that helped us do that. The ‘hands on’ training experience we received in a successful, working document destruction and storage business environment was invaluable.Renee and her staff were very personable and helpful and continue to be valuable business partners to this day.I highly recommend the ADS Workshop to both new and existing businesses
Rob Giannini, C.O.O.Commonwealth ...