Documents are very important in any business. If properly stored, the documents can be used for many decades to come. One of the ways to ensuring that documents do not get lost is to use the online scanning service. This allows you to digitize all your important files and documents which can later be stored in an off site location, primarily on the web.
Before files can be scanned, there are several things that you as the customer need to handle. When handled in advance, they make it easier to digitize all the files. In addition, advance preparation also helps reduce the costs that would have gone into the project.
Begin by making sure that documents are not folded. Folding the files leads to the creation of creases at the back of each file. When this document is put in a scanner, the crease is identified as an image and therefore scanned as one. This then means that extra time has to be allocated for the removal of creases at the back of each document before it can be saved.
Companies also need to make sure that staples are avoided when it comes to affixing documents together. Just like folding, a staple will also leave a blemish on your document. This then means that the eventual scan will not be as clean as you would like it to be. To clean the digital file, time has to be spent dealing with the blemishes present on your document.
Make use of post it notes. They provide one of the easiest ways of labeling a document. The labeling itself will not be permanent which means that it can be removed and affixed elsewhere as you may see fit. Affix it a black spot meaning you do not need to remove it even when having all the documents in the organization scanned in readiness for filing.
When creating large documents, ensure that all its small supporting documents are affixed together with it. Affixing all the small documents together is always recommended in that it ensures that even when performing the scan, all the details will be scanned together in the same document.
Businesses need to make certain that all their vital documents have been scanned and electronically stored. Documents that should be scanned will include invoices, correspondence with clients and even contracts. All these are important for the day to day affairs of a company.
Before files can be scanned, there are several things that you as the customer need to handle. When handled in advance, they make it easier to digitize all the files. In addition, advance preparation also helps reduce the costs that would have gone into the project.
Begin by making sure that documents are not folded. Folding the files leads to the creation of creases at the back of each file. When this document is put in a scanner, the crease is identified as an image and therefore scanned as one. This then means that extra time has to be allocated for the removal of creases at the back of each document before it can be saved.
Companies also need to make sure that staples are avoided when it comes to affixing documents together. Just like folding, a staple will also leave a blemish on your document. This then means that the eventual scan will not be as clean as you would like it to be. To clean the digital file, time has to be spent dealing with the blemishes present on your document.
Make use of post it notes. They provide one of the easiest ways of labeling a document. The labeling itself will not be permanent which means that it can be removed and affixed elsewhere as you may see fit. Affix it a black spot meaning you do not need to remove it even when having all the documents in the organization scanned in readiness for filing.
When creating large documents, ensure that all its small supporting documents are affixed together with it. Affixing all the small documents together is always recommended in that it ensures that even when performing the scan, all the details will be scanned together in the same document.
Businesses need to make certain that all their vital documents have been scanned and electronically stored. Documents that should be scanned will include invoices, correspondence with clients and even contracts. All these are important for the day to day affairs of a company.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about bulk scanning, she recommends you check out docufree.com.
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