Save Money on Document Scanning

If you’ve been looking into a document imaging project, you may have found that scanning several boxes of documents to electronic format would be quite expensive. While the goal of moving all of your old files to a new, more efficient medium is definitely desirable, the price may not be manageable at the time. There are ways to save money on the project, such as boxing your own files or being selective about the boxes you want digitized, but perhaps one of the greatest ways to save a few dollars is to prepare the boxes at your office, especially with complex documents.

We Scan Files often gets asked if the IRS will accept digital scans of receipts. Here is what most people ask:

Any business document is worth scanning to electronic format. The access and retrieval benefits alone make the process cost-effective.

We have customers whose documents are comprised of various types of information, and each need to be handled (or at least indexed) differently. Having us go through your documents as we remove staples and other obstructions is a fairly simple process, but expecting us to sort or categorize your documents not only adds a whole new level of expense to the project, but it also greatly reduces the chance that your files will be returned to you in a format that is easy for your office to utilize.

One customer in particular employs bar code stickers to move the process along more quickly. As the files are boxed, office employees place color coded cover pages on each bundle of paper, telling our staff how to group the documents. For the cost of a few rolls of stickers and an extra few minutes on the part of your staff, your office could reduce the cost burden of an imaging project by thousands of dollars.

Finally, it’s important to keep your system consistent. Every batch delivered to the facility for scanning should be prepared in the exact same way to reduce the chance that questions will come up after the boxes have already been transported.