Tips on Making Your Bulk Scanning Project Easier

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If you are considering tackling the process of converting paper documents into electronic files, the task can appear to be intimidating. Individuals often have copious amounts of paper that need to be handled. Simply diving into the scanning process is not the answer. Instead, taking the time to review and assess documents is the first step. Not doing this can result in wasted resources and a poor final result. 

To better assist you with bulk document scanning, the following tips have been provided to help make the process more efficient and effective.

Review Your Documents 

As previously mentioned, evaluating your documents before scanning them is critical. Assessing their quality along with their relevance will help you to scan ONLY the documents that are worthy of being converted to a digital form. It will also help you to select the proper image formatting.  

Although scanning everything may be your initial thought, this will not help you in the long run as it will take more effort up front and then each time you try to find a document you will have to wade through all of the extra documents. Purging unnecessary documents will also reduce your storage and backup costs. Take the time to analyze and review your documents so that you can eliminate duplicates and any unnecessary files.

Decide Which Documents Require Immediate Attention 

As an extension of the examination stage, be sure to review and select the documents that are of priority. Consider scanning the most relevant documents first. This is a great way to start the actual scanning stage. Often, we will advise our clients to start with the most recent documents and work their way backwards. This is useful because typically the newest documents are those that are most likely to be accessed. As you get through the process, you may find documents that you would have scanned initially, become obsolete by the time that you are ready to scan them and consequently they can be destroyed before you incur the costs of converting them (this only works if you do get started).  

Creating electronic copies of essential files eliminates confusion and most importantly enables you to share the most significant documents efficiently. It offers better organization and limits the ability for such critical records to get lost in piles of discarded or miss-filled papers.

Determine How Files Will Be Organized and Structured 

Acknowledging how you will arrange documents in the system is essential. Attaching specific details and words or “indexes” to documents as they are converted, will improve their searchability. It will also enable like documents to be grouped so that they can be retrieved effortlessly.  Without doing this, you are making it more complicated for yourself, as it limits the efficacy of digital files.

Select the Correct Digital File Format

The file format that you will convert your paper files to is another important decision that should be assessed before you start your conversion project. For many, the PDF file format is a safe choice as the reader for this format is available to everyone without additional investment (if they already have access to a PC). Some document management systems work better with image file formats such as TIFF or JPEG. Which format you should choose will be dependent on the nature of your paper documents and the document management “system” that you will store them in.

Consider Acquiring the Help of Commercial Document Scanning Services 

If bulk document scanning is too big of a task for you to handle internally, you can solicit the services of professionals. They can manage the task of converting a high volume of documents quickly and cost-effectively, including documents that are in poor condition. They can also conduct the process of converting private or sensitive records into digital files. If you are considering bulk scanning internally because you believe that it will be less expensive to do so, please be sure to consider the many costs associated with this activity. In addition to the staff hours required, there is management time for managing the project, floor space, special equipment and special support contracts to keep the software and equipment running.

How Can CASNET Help? 

CASNET is a reputable company that is capable of providing expert document scanning services. By converting paper files, you can take advantage of the immediacy and efficiency attached to electronic records. Should you be searching for a company that can provide such services, do not hesitate to contact us for more information.

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