Dealing with an office filled with paper is expensive and stressful. Fortunately, converting your paper documents to digital files can provide much-needed relief. But for a document scanning project to be successful, it needs to be well-planned. Here are three things you need to know about document scanning:
There are two key factors that determine the cost of a document scanning project:
- First, you need the right equipment for the job. Desktop scanners are relatively cheap for digitizing a few documents at a time but if you're hoping to scan thousands of images at a time, you need a device with more functionality and speed. And not all imaging software produces the same results; some have more file compression capabilities than others. And a customized imaging hardware and software system robust enough to scan a large volume of documents can cost thousands of dollars.
- Second, a successful document scanning project takes time. Personnel must be properly trained, because in addition to removing staples from files, scanning them, and performing data entry, they will need to verify all information is accurately captured.
Fortunately, you can reduce your costs and increase accuracy by outsourcing your imaging project to a professional document scanning provider.
2. File Naming and Organization
File organization is essential to a successful document scanning project. If you're planning on sharing and collaborating on your digital images, you'll need to have a consistent file naming and organization structure. Are your documents currently named and organized by client or date created? Are they in alphabetical order? If your current hardcopy file structure is working well, you may want to apply it to your digital files. On the other hand, if you're constantly misplacing and searching for your documents, it may be time to overhaul your file naming and organization structure.
3. Image Storage and Workflow Management
Document scanning decreases the amount of space needed to store information and enhances workflow efficiency. Your scanning project should begin by deciding where your documents will be stored and accessed when converted to digital images. Whether stored on a DVD, portable hard drive or in a document management application, make sure your images are converted to the right file format, are properly indexed, and can be easily found.
A professional document scanning service uses optical character recognition (OCR) to convert your scanned images to fully-searchable text. The right provider will also help you choose a document management system that ensures your images are properly organized and can be properly shared and distributed.
The more information you can gather on the front end of your document scanning project, the smoother your transition to a paperless office!
Docu-Dépôt provides document scanning solutions for businesses throughout Montréal. For more information, please contact us by phone or complete the form on this page. We’re here to help you!
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