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Document Scanning Tips For Better Digital Transformation

Improve the efficiency of your document scanning project with these great document scanning tips.

We’ve put together a number of useful document scanning tips to get you up and running fast and help smooth your project flow.

Document Scanning Tips – #1 Evaluation

If you have decided to embark on a document scanning project then good for you. However, it is important not to rush the process and think you are just going to scan everything. Take the time to do a proper evaluation of all your documents.

Classify your documents by type, importance, or any other tags that make sense to the way your organisation works. Chances are you will realise that some documents are more important to have scanned than others are.

Once you have done this you will know which documents to scan first and it will also help you to budget for the project better.

Document Scanning Tips – #2 Preparation

Documents that are going to be scanned need to be properly prepared first. If you have opted for a fully outsourced document scanning solution then your provider will take care of document preparation. If you have chosen to hire scanners and do the scanning in-house then your own team will need to take the time to remove staples, paperclips, binding tapes, and any other material that could jam a scanner’s operation. You will also need to sort your documents into batches so they can be better handled.

Document Scanning Tips – #3 Indexing

Scanning your documents is only part of the process of digitising them. The next step is to add Meta tags so that computer search facilities can be used to quickly locate your documents. You should have worked out your files categorisation and Meta tags prior to starting the scanning process. Categories and tags can vary from organisation to organisation as industries and administrative processes will vary. Once your documents are scanned, they can be indexed easily as they go into your new digital archives.

Document Scanning Tips – #4 Digital Archives

Having a Digital Archive has a number of great benefits. Before starting your project, it is worth taking the time to see how these benefits will influence your organisation and what training will be required to make the transition.

Some of the benefits include:

  • Fast access to documents using a computer
  • Documents can be accessed by multiple users from multiple locations
  • Access can be restricted to one or many users and permissions granted and cancelled easily by an administrator
  • Your Digital Archive can be located offsite thus aiding disaster recovery should your offices experience a disaster of some kind. Documents will be easily accessible through a web browser

Also, remember it is important to select your offsite data storage partner carefully. A trustworthy partner will have multiple security systems in place to secure your digital data.

If you have decided that 2016 is the year to take your organisation into the digital age then be sure to spend some time reading about all or document scanning and imaging solutions or talk to us about your specific requirements.

Did you know?

Iron Mountain also offers a wide range of Records Management Solutions including Offsite Document Storage and Cloud Data Storage.