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.
Start by making certain that no document has been folded. When any document is folded, it creates a line, mainly in the form of a crease at the back of this document. So when the file is placed in a scanner, the machine will assume that this is an image and thus scan it as one. This will then lead to more work as time has to be set aside to rectify this mistake before your document can be uploaded online.
Avoid using staples as much as you can. When a staple is used, it creates a blemish on the files that were being prepared. In turn, more time is spent in trying to remove the blemishes. Paper clips and bands are a good alternative to using staples.
If you would like to label any given document, ensure you label it using a post it note. A post it note is always the best form of labeling as it can be placed in any location. It also ensures that there will be no harm done to the document being labeled.
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 should make certain that all important documentation is scanned at all times. Among the details to store in an electronic format will be invoices and employee contracts. In addition to having the files readily accessible, scans can also be used to make certain that a business is compliant at all times.
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.
Start by making certain that no document has been folded. When any document is folded, it creates a line, mainly in the form of a crease at the back of this document. So when the file is placed in a scanner, the machine will assume that this is an image and thus scan it as one. This will then lead to more work as time has to be set aside to rectify this mistake before your document can be uploaded online.
Avoid using staples as much as you can. When a staple is used, it creates a blemish on the files that were being prepared. In turn, more time is spent in trying to remove the blemishes. Paper clips and bands are a good alternative to using staples.
If you would like to label any given document, ensure you label it using a post it note. A post it note is always the best form of labeling as it can be placed in any location. It also ensures that there will be no harm done to the document being labeled.
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 should make certain that all important documentation is scanned at all times. Among the details to store in an electronic format will be invoices and employee contracts. In addition to having the files readily accessible, scans can also be used to make certain that a business is compliant at all times.
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 go paperless, she recommends you check out Docufree.
