For many businesses, document scanning is a major part of their day-to-day operations. Once you engage with such a system, you’re able to cut costs and increase efficiencies, making for an attractive proposition for businesses both large and small. That said, there are some common mistakes that are often made by people who don’t know what they’re doing. Investing in new services can often result in these mistakes being made, so it’s important that you avoid those mistakes and make sure you get the document scanning services you truly need.
1. Understanding a Scanner
Every scanner is capable of different functionality and understanding what yours can offer you is important. Take a look for the kinds of functionality you need, which may include features such as enhanced image clean-up that can help with highlighted documents or color paper compatibility. Duplex scanning mode is useful as well, which allows you to scan both sides of a double-sided paper in a single pass. Auto-rotate or auto-image orientation attempts to use artificial intelligence to determine what the proper orientation of the image is meant to be. All of these features may be on your list of what you need out of a scanner.
Knowing how to maintain a scanner is also essential, as you don’t want documents to end up dusty or distorted. If toner isn’t fusing to paper properly, you may run into some issues where residue is left on your scanner, causing problems for everything that comes after it. Cleaning a scanner is important and if applicable, always use operator exchangeable rollers on the manufacturer’s recommended schedule.
2. Archiving Files
Once you scan your documents, it’s time to figure out what to do with them. Letting them build up in a disorganized mess across various computers or networks defeats the entire purpose of document scanning in the first place. Making sure that your digitized documents are easily manageable is an important part of the entire process. Some use optical character recognition technology to try to automate the indexing process, though this isn’t always completely accurate and will still require some manual input. Alternatively, coming up with your own system for archiving your files can be tedious but result in big rewards in the end.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.