What, How and When to Scan

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Converting your paper records to digital files streamlines your operations, saves you money and increases information security. But it's difficult knowing what, how and when to scan. Here we offer expert guidance so you can make the most of your document scanning project.

What to Scan

A good place to start your document imaging project is by using your retention schedule to find out which files, when scanned, will enhance your operational efficiency. First, identify your most active paper records; scanning them will reduce your number of file cabinets, opening up more functional office space. It will also enable your mos- viewed and shared information to be accessed and distributed more efficiently. Once your most-handled files have been scanned, scan occasionally-used documents. Set aside any duplicate documents—there's no need to scan the same information twice. Instead, have extra copies professionally shredded.

Finally, after digitizing your active and semi-active documents, you can decide which inactive files to scan for archival purposes. Keep in mind that digitizing your entire inventory of archival, historical and legacy files may not be necessary. It may be more cost-effective to use a records storage service for storing this information offsite. When combined with a Scan on Demand solution, your inactive files can be imaged quickly when you need access.

How to Scan

Whether you scan a portion of your records or your entire archival file inventory, a document scanning provider will make sure your information is properly prepared, processed and captured. Professional imaging technicians use specialized equipment and software for an end-to-end document scanning solution that includes:

  • Sorting and preparation
  • Organization and Indexing
  • Application of Optical Character Recognition (OCR)
  • Digital file encryption
  • Image hosting

Since the integrity of your data should be maintained throughout the scanning and conversion process, strict quality control measures are applied at every stage to ensure accuracy. Your provider can also implement a day-forward scanning solution that enables new documents to be imaged as they are created. A document scanning service saves you time and money and lets you to focus on your customers while your files are imaged.

When to Scan

There's no time better than now to scan your documents. Digitizing your paper records reduces the amount of time spent filing and retrieving documents. File sharing is also simplified; there's no need to print multiple copies of records to distribute them. Not to mention that scanning your hardcopy documents protects them from disaster.

Switching from paper to digital documents is a big undertaking, but the right document scanning partner will offer a strategy to help you get the job done quickly, securely, and reliably.

Docu-Dépôt provides document scanning solutions for businesses throughout Montréal and Québec. 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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