Document Scanning Benefits and Tips

Document scanning benefits and tipsIt’s finally come to this- you have a massive collection of documents, invoices, personnel records, tax documents and piles and piles of stuff that you just can’t organize easily any more.

This is where document scanning can help you.  It will eliminate the clutter, give you access to all your records, and increase productivity!  If you’ve done all your homework and are ready to get started, our experts can help you.

Fill out the form to the right, or give us a call at (866) 385-3706, and we’ll contact you immediately!

If you’re preparing to scan your documents, or have questions about our service, please check out our resource center for details on our services, turnaround time, average pricing and more.

If you’re just starting your research, keep reading!  We’ll give you some tips and information on the benefits document scanning and document storage to help you make an educated decision on the service that’s right for your needs.

Benefits of Document Scanning

Scanning is an effective way to maintain important documents, but is it really worth the time and investment?  Let’s take a look at some of the benefits of document scanning for your office.

  • Having everything scanned onto your computer system is a huge time saver.
    Instead of spending your time running around the office trying to find a document from years ago, you could easily just pull it up on your computer.
  • You don’t run the risk of losing an important document.
    Because everything is stored on a cloud server, you have to go out of your way to delete a document.  When you have boxes of important paperwork lying around the office, you’re asking to lose something of value eventually.
  • Who doesn’t want to save space in their office?
    When you run a busy office, it can already be stressful.  If you throw in a bunch of paperwork and clutter it decreases workflow and makes everything harder to manage.
  • Manage your records to the best of your ability.
    When everything is stored on your computer, it makes managing your records as easy as can be.  You can pull up anything you want to within seconds and you have security to help maintain everything.
  • What would you do if a disaster struck?
    Most offices don’t think that a natural disaster could ever affect them, but what if it does?  All of the records that hold your company together would be gone.  And that is devastating to any business.
  • Don’t ever risk leaving a document at home.
    Have you ever forgotten an important document at home and had to be late to that important meeting?  If you keep everything stored on your computer, you never have to worry about leaving your proposal at home.
  • Who doesn’t want to save money?
    Depending on how many records you have, yes it can be expensive to use a scan service to get everything started.  But what about after that?  You don’t have to spend money on storage space anymore and your employees will save valuable time trying to find misfiled documents, and everybody knows that time = money.

As you can see, there’s a lot of benefits to scanning your files and keeping a digital record instead of a traditional record storage system.  But the choice is up to you.

Let’s (Almost) Get Started With Your Document Scanning Project

There's a lot of things to think about before you start your document scanning project.It’s one thing to say If what we’ve been talking about so far sounds good to you, that’s great!  Our experts can help you find what works best for you.

We want to take all the stress out of the process, but It’s one thing to say you want to scan the years of accumulated documents in your office, but it’s quite another thing to get the project off the ground and running efficiently.

Here’s the some tips to help you figure out the size of your project if you’re considering using a document scanning service to digitize your office.

Boxing Files

Make sure that you box all your files for document scanning beforehand. Make as many boxes as you need to, and make sure each is categorized and separated appropriately.  Boxing up your documents will ensure that all your documents are safely transported, but it will be easier for you or the document scanning company to index them so you can find them in a keyword search on a document management system.

Remove all Staples and Paper Clips

To make sure that no pages are accidentally missed, it’s important that you remove all staples and paper clips from your documents.  You can have your scanning service do this for you, but it will save you money and decrease the time it takes to complete the project if you take the time to do it yourself.  It will also give you the time to sort through your documents to determine if all the files you have need to be scanned.

Do you have Receipts?

The only time you should use tape is when you need to scan receipts, airline tickets, or business cards.  To ensure that you get the best possible scan, tape each item on one side of the paper only.

We recommend only taping receipts and the other items on one side of a page.  Not only will that cause issues when you scan it,  there’s a small chance that the second side might get overlooked.

Click here to learn more about some of the questions our experts will ask you about your scanning project.

Things to Avoid When Prepping Your Documents for Scanning

There’s always a few things that make the project a little more difficult to handle.  As you move forward with your project, and if you are planning on continuing to digitize your documents, keep some of these best practices in mind.

  • Scanning services advise against using glue sticks to secure paper- it gets stuck on the machine, and isn’t very reliable when or if the glass heats up.  Stick to using tape for all your receipts and other, smaller documents.
  • Try to unfold papers or receipts, and send all documents in either manila envelopes, files or stacked in the proper format.  That way nothing gets misplaced, misfiled, or indexed improperly.
  • Avoid stapling your documents multiple times.  Large amounts of staple holes make it difficult to feed the paper into the scanner- which can cause it to be double-fed, and could result in an additional per-page charge.
  • Try to avoid grey or dark colored paper when you print your documents.  Documents with dark to light contrast are very difficult to scan.  If you do happen to have documents that have darker backgrounds, it might be beneficial to have them copied or re-printed on lighter color paper to ensure that you get the best resolution and readability once they’ve been scanned.

Want do do it yourself?  We’ve got you covered!

If you choose to do the scanning yourself, here’s the first 3 steps we recommend for you.

Step 1: Prepping

The first step in the process is prepping.  When prepping for document scanning you want to make sure all of your paperwork has to be separated in order to go through the scanner the right way.

There can be no staples or paperclips either- you want to make sure that if they were stapled previously that you pull the pages apart so that they don’t stick together.

You also want to make sure that all of your pages are flat and not wrinkled so that they can go through the scanner without jamming it.  Once you have all of your pages separated, you can put them into a neat file so that you have a nice stack of paper to put through the scanner.

Step 2: Scanning

The next step you want to focus on is the scanning.  If you’re planning on doing it yourself, you really want to keep an eye out to make sure that all of your paperwork goes through evenly.

Keep in mind that the scanning process can take a little while to complete because all of your information is being uploaded onto your computer or your cloud service. Depending on how large your project is, you may need to allocate a certain amount of time per day to handle it.  You can also hire a document scanning service to help you get everything done quickly, and to save you the time and effort of having to do it yourself.

Step 3: Indexing and Organizing

Once all of your paperwork is scanned into your system, you can start the indexing process to make sure everything is organized the way you want it.  You wouldn’t throw all of your paperwork into a box and mix it in with all of your other boxes, so you don’t want to do that with the documents on your computer.

Organize your files in a way that makes sense for your business and store them in a way that you will recognize where they are at all times.

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

From Document Scanning to Document Storage, our experts will help you select a customized Document Management Solution that fits exactly what you’re looking to do for your company.

We have locations all across the United States to serve you document scanning needs. 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.