Preparing for a Large Scale Document Scanning Job

How to Prepare Your Documents for a Large Scale Scanning Job

If you are digitizing documents there are several things that need to be done. This work can be done in-house if you have the manpower or you can choose to let your scanning service do the work.

These steps can have a significant impact on the total price of the job. But it never makes sense to have a professional doing the work of a clerk.

Boxing Your Files Before Your Scanning Project Starts

Make sure that you box all your files for document scanning before hand. Make as many boxes as the need be, each categorized differently. Boxing the documents will not only ensure that all your documents are safely transported, but it will be easier for you to number them and keep track.

Make Sure Your Papers are Fastener-Free

You will need to invest some time and effort into removing all the staples and paper clips from your documents. Scanning services can charge you heavily if they have to remove them themselves. And by removing the staples, tape and paper clips, you will better be able to organize the documents exactly how you need them.

How do I Handle Receipts?

The only time you should use tape is to stick receipts, airline tickets, business cards etc. Tape such items on one side of the paper only. Avoid taping on both sides as the paper will not be handled properly, and scanning both sides is easily forgotten in such cases.

Things to Avoid when prepping your documents to be scanned

  • Scanning services advise against using glue sticks to secure paper, so try using tape only.
  • Do not send folded papers or receipts, always send all documents in either manila envelopes, files or stacked in the proper format.
  • Avoid stapling your documents again and again because the staple holes make it difficult to feed the paper to the scanner and can end up being double-fed.
  • Avoid grey or dark colored paper for documents, and if you have such documents then get them printed on either white or light colored paper for best results.

You can save a lot of time and money by making sure that all your documents are ready prior to record scanning. If you are looking for a quality scanning service provider then Record Nations can help you in locating one that is economical and convenient.

Get Free, No-Hassle Quotes on Document Scanning Today!

Record Nations can ensure that you are hiring a document scanning provider who will handle your project in a secure manner.  We are the experts in document scanning services, and have created a network of professional scanning professionals who are ready and capable of handling your sensitive records.

Fill out the form to the right, or give us a call at (866) 385-3706.  Within minutes of receiving your request, you will have free quotes from experts in your area that can help you.