Imaging documents is such an essential part of your business’ operations that you must be sure that it is done correctly. Let’s take a look at all of the common mistakes made with imaging documents so you can know how to avoid them.
Making Too Many Copies
Making too many copies is a common error while imaging a document, and it is a mistake that will cost you your time and money.
Making Too Few Copies
On the other hand, making too few copies is also a mistake that will cost you in the long run. If you don’t have enough copies, you will either have to complete the imaging process over again or end up unprepared.
Using The Wrong Format
When imaging a document, choosing the right format for your document is crucial. The format you choose will determine the longevity, portability, and usability of your documents. As the world today adapts into digital copies, it’s best to go with a digital format.
Destroying the Wrong Copies
While you’re going through the document imaging process, you should be destroying redundant copies. While you may want to do this as quickly as possible, it’s important to pay close attention that you don’t destroy the wrong copies. However, you don’t want to be hesitant to destroy anything, since then you’ll just end up with more copies than you need.
Using the Wrong Imaging Equipment
Using the wrong equipment when imaging documents can be detrimental to your operational efficiency since a slow document imaging tool will take a much longer time to get the job done.
How to Avoid Mistakes
Now that we’ve covered all of the common mistakes when imaging documents, let’s go over a few ways you can avoid making these mistakes. First, remember always to use reliable formats that will support your business goals. Again, transitioning to a paperless office with digital copies is a great way to go. Second, your company should invest in high-powered imaging equipment that should be able to handle a higher volume than you usually need. If you normally need to image a few hundred documents per day, invest in equipment that can manage imaging thousands. Third, automation tools give you the power to manage versions and backup your documents, allowing you not to worry about accidentally deleting a document and losing it forever.
At Micro Record, We Can Help With Your Document Imaging Needs And More
Micro Records can help your business transition to a paperless way of life with quality e-forms and technology. For more information about how we can help your business utilize proactive monitoring, transition to doing things digitally, get rid of sensitive documents securely, or benefit from new technology solutions, visit us online or give us a call at (877) 410-SCAN. For more tips on transitioning your business to paperless technology and going green, follow us on Facebook, Twitter, LinkedIn, Google+, YouTube, and Flickr.