Factors to Consider When Scanning Your Documents
Are you ready to go paperless? Converting paper records to digital images offers a plethora of benefits. Before taking the plunge, take a moment to plan your scanning project. In this blog, we explain what to consider when scanning your documents.
Preparing documents for scanning is time intensive. Staples, paperclips, and sticky notes must be removed from files so the scanner does not jam and every page gets scanned. When you have hundreds of documents to scan, document preparation can take several hours.
With a document scanning service, your scanning provider makes sure every piece of paper is ready for scanning. The document preparation phase includes:
- Removing staples, paperclips, and sticky notes from records
- Flattening and repairing wrinkled and torn file pages
- Arranging documents in order
Document scanning technicians are professionally trained to prepare documents of various sizes and conditions, including old, brittle historical paper records. As a result, you have more time to focus on your business.
When you have an enormous volume of paper records, storage and access is challenging. A back-file scanning solution enables rapid access to large volumes of legacy files. For active paper records taking up valuable office space, a scan on demand solution allows you to store your documents offsite and convert them to digital files on an as-needed basis.
A desktop scanner is effective when scanning one or two small files, but when scanning hundreds or thousands of documents, robust technology is needed. The downside is that high-speed scanners cost thousands of dollars and require trained professionals to use them properly. With a scanning service, your document scanning provider uses their own high-speed scanners and imaging software to convert your documents to digital images.
Often, scanning projects involve handling documents with personally identifiable information (PII) and protected health information (PHI). As a result, it is important to maintain the confidentiality of your information during scanning. Make sure the individuals sorting, indexing, and converting your documents are background-screened, trustworthy, and professionally trained.
You’ll need to decide where you are storing your digital images. Determine whether you need a central storage repository or portable data storage solution. A document scanning provider uploads your scanned images to an online image library, Enterprise Content Management (ECM) system, or a portable hard drive.
American Document Securities offers scanning services for businesses in Atlanta and throughout Georgia. For more information about document scanning, please contact us by phone 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 ...