Digitizing documents has become a new way of reducing clutter and paper wastage in every industry. People prefer online material as it is easy to organize, secure, and retrieve anywhere. So, if you are frustrated with papers, shift to document scanning and stay stress-free with professional scanning by following the tips below.
1. Follow the Given Tips for Professional Document Scanning
Plan and Prepare
It might seem minor, but you must prepare the documents before scanning. Ensure you plan on how you will save your scans, what to happen with the hard copies, and how you will retrieve the scans. Figuring this out before setting up the scans is essential to manage the costs for in-house and outsourced document scanning services in Dallas, Tx. Sort the papers into priority batches and consider the time and workforce needed.
Remove Clips, Staples, and Sticky Notes
Most scanners come with an automatic document feeder (ADF) these days. So, when you put the batch of documents for scanning, the staples and paper clips will get stuck in the high-speed ADF and cause issues during document scanning in Dallas, Tx. Also, while scanning important documents, a staple or clip’s image needs to be more professional. So, be mindful while you put any paper in the scanner.
If your scanner does not have an automatic feeder, you can place the documents one by one on the tray and decide whether to remove the pins or not. It has nothing to do with your machinery getting damaged. With ADF scanners, sticky notes can be a problem. Please remove the sticky note before document scanning. However, if the note is valuable, you can tape it to the document or scan the paper twice, once with the original and the second with the note.
Ensure the Dealer is Secure
One of the biggest threats to any business is a security breach. Additionally, if you are outsourcing document scanning, the most important thing to keep in mind is to ensure the dealer has a good track record. While privacy, confidentiality, and compliance are more than ever necessary, you cannot just dump your documents with personal and financial information to any new firm for document scanning in Dallas, Tx.
Also, be sure that new regulations have been formed for confidential information, including higher penalties and stricter licensing rules. When a new batch of confidential documents is received, be sure to do a background check on the firm to determine if the documents comply with the industry security regulations or if it has a security flaw with a recent security breach case. It is important to avoid any possible security breach in your organization.
Before submitting the documents, verify the security procedures and whether the documents show authorization. Well-documented document scanning services in Dallas, TX, offer better adherence to industry regulations. Thus, before scanning, decide how to keep the hard copies from physical loss and encrypt the digital data with stricter measures.
Clean the Setup
With continuous use, the scanner might accumulate dirt, grime, and smudges over the glass. These imperfections might cover important parts of your documents and look like an odd spot on the text. So, make a routine to clean the scanner glass and follow the general instructions given in the manual. If this is not possible, use a regular microfiber cloth and glass cleaner to wipe the glass before and after every batch.
Check for Torn and Sticky Pages
With important business documents, you have to follow caution at every step. It is only natural for your decade-old documents to have torn and uneven ends with continuous use over time. Additionally, the digital version will appear blotchy if they scan the documents precisely as is, without even rounding the corners. Some important information might need to be discovered during document scanning services in Dallas, Tx.
So, repair the torn papers with tape to ensure no information is hidden. Often, the individual papers stick together due to static electricity and jam the automatic feeder in your scanner, halting the process. If you notice frequent jamming, remove the entire batch of papers and begin to fan them to remove the stickiness that occurred during document scanning.
Sticky pages can also lead to missed pages anywhere between the entire batch. It will increase your workload if you have to check each missed page individually.
Check Your Outcomes Frequently to Ensure Quality
When it comes to important documents, you should randomly check the quality of the scans in the entire batch to identify if there is an issue with the ink, light, shadow, or papers. After you print out the first few scans, check the results for the sharpness and brightness of the content to ensure it’s readable for an online copy. Make sure the entire batch of documents is properly scanned before disposing of the hard copies after document scanning in Dallas, Tx.
Backup the Scans
When you have a room full of documents to be scanned, a single mistake can be disastrous if you don’t have a secure backup of your work. So, before you start scanning, ask your organizer or firm manager to set up a backup system for your files on an urgent basis. Re-scanning work hours is the last thing you want to do, so it is better if you shift to auto-backup systems for document scanning in Dallas, Tx.
Always ensure you backup every file and folder of your scans. To avoid a last-minute crisis, schedule the scans for the end of the day, every hour, after every batch, or even continuously throughout the day.
2. Watch Out for the Long-Term Benefits of Document Scanning
Document scanning is an improvement paper-based system. It considerably improves your documents’ security, confidentiality, and availability while saving everyone’s time finding papers out of the huge stack of files. This way, your employees could save time by no longer flipping through documents and spending more time analyzing the reports with a single click.