The Right Way to Scan

We talk a lot about the paperless office and how it is not only beneficial for the environment but for your business as well. With that said, there are many things to consider and think about before making the leap.  Just because you start scanning your documents doesn’t mean that life will automatically get easier. Here are some of the ways to keep your business from the wrong path.

Use memorable descriptions.

After scanning a document, its important to caption it in a way that will make it easier for you when you need to find it again. So, add data that is always relevant, now and in the future. It will make things much much easier for you!

Use a consistent and detailed index. 

Tagging all of your scanned items may seem like a tiresome task, but the more detailed you are will save you time and money later on. That’s why using a document scanning software is so beneficial! They streamline information and make it easier to manage.

Use the correct scanner.

Too many business use a small, slow scanner that does not fit their volume needs. You need to make sure that the scanner has the correct speed, and ability to accommodate the projects volume. If you’re have a difficult time choosing a scanner, you can find a company that can do it for you. Either way,  you will reduce labor costs and save some time on training employees.

Master the document search.

When searching for documents, you want to find all the documents that fit your search criteria on a consistent basis. OCR is not the only or best way to do this. OCR stands for Optical Character Recognition, which is a key feature in the document imaging domain that is meant to identify text from non-text inside a digital image. OCR allows you to convert different types of documents, PDF files or images captured by a digital camera into editable and searchable data. (Check out our post, OCR, What is it?)

These are just some of the ways that a company can create unnecessary challenges for themselves. Remember that digitizing your documents alone won’t make employees more productive (and happier). That is found in the ability to retrieve and search for documents.

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For more information on how to scan with the unnecessary hassle contact Biels!!