Preparing Your Documents for Scanning Services

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Many businesses embrace the thought of adopting a digital solution for their documents. Although they are open to the idea of it, physically preparing to scan documents can be overwhelming. This laborious task can often frustrate and deter individuals from wanting to pursue the change. When faced with piles of existing documents and the new documents that are being created every day, the job can be very intimidating. 

Before you decide to begin with this task, there are a few solutions you can consider. Whether you choose to do it independently or employ document scanning services, these solutions will prove to be helpful. 

Here are a few ways you can prepare your documents for scanning services:

Examine the Documents 

Inspect your paper records and remove staples, paper clips, rubber bands, tape and anything else that has been used for keeping your files together. The purpose of this is to separate pages properly and to ensure pages are not overlooked. Be sure to devise a method for keeping pages together that you want to scan as one file. Rubber bands and spring clips are often used for this purpose.

Straighten Out Pages with Wrinkles, Folds, and Creases

To ensure that your pages are scanned appropriately, you must make sure that all pertinent information is visible. If important information is covered by folds or anything at all such as a sticky note, a comprehensible copy will not be reproduced. This practice is imperative as, without this, the legibility of your document is compromised and essentially defeats the purpose of converting to digital documents.

Put Your Documents in Order

To simplify the scanning process, organize documents into their correct categories. Sorting assists in streamlining the conversion process and ensures it is completed proficiently. By completing this beforehand, it minimizes the time spent scanning and indexing, eliminates confusion and enables proper organization of the created digital files.

Estimate the Time to Scan the Job

Know how efficient your scanner is before conversion. This will help you to arrange a workflow that is suitable for the scanner’s capabilities and determine how long the task will take. Professional scanning services like CASNET are highly efficient and save you time and money.  If you will be manually renaming the files and moving them, record this effort as well. Don’t forget about the time required to review the final output to ensure that all pages are scanned and that the output is legible. 

Do a Trial Run and Make Adjustments

Running a few pages to see how quickly paper records are scanned will help you to group your documents accordingly. It will also aid in productivity, and help you to complete the process quickly. If you will be scanning  a mix of color and black and white images, be sure to test both as scanning color documents and saving them as color digital files takes considerably longer than it takes to save them as black and while image files. Image resolution will also affect the scanners speed. For example creating image files with a 200 dpi (dots per inch) resolution will go considerably faster than scanning documents at 600 dpi. However, with document scanning services, you can leave it to the experts to handle this for you. 

By adopting the solutions mentioned above, you can be better prepared for your scanning project. It is okay to do it on your own, however, considering document scanning services can prove to be superior. CASNET offers comprehensive services that can assist you in transitioning from paper records to digital documents. Our professional services are highly revered, and we can make the process almost effortless for you and your team.  Contact CASNET today to get started on your digital transformation.

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