With today’s technology, managing business information has become much easier. Paper records can be converted to electronic images, freeing up considerable office space. Time-consuming file retrieval processes are also streamlined as digital documents can be found with the click of a mouse. But properly imaging your files isn’t just about technology; it involves being able to confidently convert your paper records in a time-efficient and economical manner.
In-house imaging solutions
A commercial desktop or flatbed scanner can be useful for quickly imaging a document or two. When using one of these machines, don’t forget you need a strategy for naming and storing your electronic files, otherwise you’re no better off than if you were searching through filing cabinets for hardcopy documents. You’ll also need to decide on a format in which to save your files: JPG, PDF, GIF, TIF or PNG. Dots per inch, or dpi, affects the resolution of your document and the size of your file; usually between 200 and 300 dpi is optimal for print documents. Digital photographs may require a higher dpi. Just remember the higher your dpi, the larger the file size and the more digital storage space you’ll need.
Once you’ve converted your paper documents to electronic documents and before you get rid of the original paper copies, make sure that you properly back up what you’ve scanned in case your digital data is accidently deleted. Always regularly rotate your backup media and store hard drives and tapes offsite for maximum protection against theft and disaster.
Also, use caution when disposing of scanning equipment. Businesses frequently discard no-longer-needed scanners photocopiers without considering the digital data still stored on their devices. Prior to reselling or trading in your scanning devices, make sure the hard drive is removed and physically destroyed. Otherwise, any confidential data stored on your scanner is up for grabs.
The advantages of outsourced scanning
Many companies purchase expensive scanners for imaging a large amount of paper records with less-than-optimal results. The task of scanning a small amount of records can easily be incorporated into regular workflow processes, but large-scale document imaging projects that involve the conversion of an archival records inventory require full-time dedication. If not undertaken with the proper attention and expertise, important business information will go missing and overhead and administrative costs can easily skyrocket.
A professional document imaging service not only scans and converts paper records, but also enables ongoing document management. Screened scanning technicians use the following methods during the imaging and conversion process:
- document preparation
- file indexing
- image optimization
- integration with document management technology
A strict quality control process is followed during each step of the scanning process to ensure a precise conversion of each file. Outsourcing your document scanning needs to the right vendor enables you to continue to focus on your areas of core competency while gaining a paperless solution with confidence.
Docu-Dépôt provides records and information management services to businesses throughout Montréal and Québec. To find out more about our document scanning solutions, please contact us by phone or complete the form on this page.
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