While electronic record-keeping allows for easy storage, searching, remote access, and dependable back-ups, converting your traditional files to electronic storage can be intimidating. It can be difficult even to decide where to start. Following are some tips to help you start your document scanning project.
Know What Needs to Be Scanned
Generally speaking, not everything should be stored forever. It’s important to check your company’s retention schedule to make sure you’re not scanning unnecessary documents. Things that are no longer needed should be shredded, and the necessary files that should be digitized can be prioritized. In addition to shredding, it can be helpful to decide on a day forward scanning date. Everything after this date can be digitized, while everything before this date will be scanned only when needed. This will cut down on your scanning project and also allow for things to be scanned continuously on an as-needed basis.
Know How Much Needs to Be Scanned
The size of your project can be more accurately assessed if you are able to estimate the number of pages you’ll need to scan. For example, a standard filing box holds around 2,500 pages of documents. You can use this to calculate your estimated number of pages to scan, which will help you better understand the scope of your project.
Know Your Document Formats
Different types of digital image files may be used depending on your project, company, or the nature of the files. PDF, or Portable Document Format, is one of the most common formats for electronic files, as it is easy to share, use, and protect. Some other types of projects may require other types of software, however. For example, OCR, or Optical Character Recognition, will convert your scans to searchable text documents.
Prepare Your Documents
Scanning your documents will go much more quickly and smoothly if you prepare them ahead of time. This means removing staples and bindings, as well as taping documents of odd sizes on to sheets of standard paper. Preparation also entails removing pictures and color documents to scan separately.
Have a Document Management System Ready
As opposed to disks, which reduces the usefulness and search-ability of your scanned records, document management systems are much more efficient and secure. These systems allow for more control over access to your documents, as well as easy searches.
Indexing your documents will make them simple to search and organize. This will involve choosing a digital field to apply to your documents after scanning them. This process allows you to tag your documents with unique identifiers in order to retrieve them more quickly and easily.
Know the Cost of Scanning
Depending on the size of your document scanning project, you may want to do it yourself, with existing employees, or outsource the scanning to a scanning service. For more than a couple thousand pages, you may want to consider outsourcing your document scanning project.
About Micro Records
Due to our companies outstanding 2017 sales, Digitech Systems has selected Micro Records Company as A 2018 Gold Star Partner! 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.