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The Dos and Don’ts of Document Imaging

Document imaging is a no-brainer once you realise how going paperless reduces your overhead costs and speeds up access to your information. But before forging full-steam ahead with a document scanning project, it’s wise to strategise. Use the dos and don’ts we provide here to guide your next document imaging project.

Don’t purchase expensive scanning equipment

 Scanning your files with a desktop scanner is as slow as molasses. But even if you have the patience to see it through, you should still think twice before you spend thousands of dollars on scanners and software for digitising your documents. Once you have the equipment, you must then train your staff on how to use the new technology. Unfortunately, because of the complicated nature of document scanning, training your office staff won’t guarantee a successful conversion. There are many factors to consider once you have a document image, like what to call the file and whether the entire contents will be searchable, and each item must be done correctly.

Fortunately, a professional document scanning service provides the technology and expertise required to convert each and every one of your documents to digital files correctly. Every aspect of your imaging project is professionally handled, including:

  • document preparation
  • file indexing
  • optical character recognition (OCR)
  • image enhancement

A full-service scanning provider will even securely destroy your records after they’re scanned, if you wish.

Don’t scan everything if it’s not necessary

You can save on your document imaging costs by scanning only your most active business documents. A Scan on Demand service gives you the flexibility of securely storing your archival and inactive files offsite in a commercial records centre and having them imaged only when you absolutely need them.

Scan on Demand is the perfect solution for:

  • reducing your bulk scanning costs
  • eliminating on-site file storage expenses
  • protecting and preserving paper records
  • sharing your information digitally

Do think about security

Your business documents are filled with sensitive and confidential data, so you don’t want just anyone scanning them. A document scanning service uses screened imaging technicians so your information stays private throughout the imaging process. Once your documents are converted to digital images, you also have the option of having them securely stored in an image hosting database. Advanced encryption technology keeps your information protected at all times.

Do consider how you’ll store your images

Before scanning your documents, think about where your digital files will be stored. Do you prefer the flexibility of having your information stored on portable media, or would you like your images stored internally on your server? Both options offer advantages, but you may find that you need an advanced document management solution that enables your digital files to be easily:

  • searched for and managed
  • viewed and retrieved
  • faxed, emailed and printed

Don’t forget about your workflow objectives

Document scanning doesn’t just free up space in a cramped office previously filled with paper records—it also enhances your workflow processes, especially when combined with an electronic document management system (EDMS). The right document scanning provider can identify bottlenecks in your current workflow and provide an EDMS with a systematic file structure and retention tracking system so you can take full advantage of going paperless.

Keep these dos and don’ts of document imaging in mind when it comes to your next document scanning project, and make it a success!

Archive Document Data Storage (ADDS) provides document scanning solutions for businesses throughout London, Bristol, Bath, and Swindon. For more information, please contact us by phone or complete the form on this page.

Natasha Rawley The File Queen: Expert in Record & Information Management, LPM Columnist.

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