How does the document scanning process work? What are the benefits of having digital documents instead of physical files? What software or tools do you need for the job? These are the questions you might have about document scanning--and before you can appreciate just how much this technology can do for your company, you need the right answers.
Back to Basics
You can talk all day about the complex and far-reaching benefits of having document scanning processes in place, but if you don't know all the steps required to turn a physical piece of paper into digital information or a file, then it can be hard to get a concrete idea of how easy and painless this solution really is. Here's a quick look at the basics of the document scanning process.
- Preparation: You take the physical papers that need to be scanned and get them ready for the process by removing staples or paper clips, replacing torn pages, and organizing.
- Choosing the tech: The next step is to choose how your documents will be scanned. Mobile phones, multifunction printers, fax machines, and scanners are all good options, although some have lower image quality than others.
- Choosing the format: Depending on your needs, you'll have to figure out which format the file will be saved as, from JPEG to GIF to PDF.
- Quality control: Next, you're given options to clean up the image by cropping, rotating, and detecting blank pages or doubles. These features depend on the software and hardware combination you're using.
- Automated review: A final review process flags poor-quality images and the problem pages are rescanned.
- Indexing: Finally, the software indexes information based on machine-written or handwritten characters, barcodes, and searchable keywords, allowing you to store and search for files quickly, easily, and painlessly.
Now that you have a good understanding of the document scanning process, it's time to take advantage of the time- and money-saving benefits. Contact us today!