If your office is starting to pile up with boxes of files, it is time to digitize. Bring your company into the modern century by scanning your most important documents so they’re more accessible to your staff. Discover the best tips for successful document scanning when using a document scanner with this guide.
Check for Metal
You will ruin your document scanner if you run metal through it. Check for staples and paper clips before scanning your documents. Try to remove all fasteners before scanning. You can use scissors, special tools, or your hands to get rid of unwanted pieces.
Pro Tip: Never send ripped pages through a document scanner either. If a page is ripped, try to reassemble it before scanning.
Lay Your Document Flat
If you are scanning something like a book page, try to lay the document as flat as possible. Your scanner will only pick up what is pressed against its screen. The rest of the scan will come out blank. You can ensure you are uploading perfect images by flattening and centering books and magazines and making sure the top of the scanner is firmly pressing down on them.
Keep Your Copy Clean
Highlights and other markings on a document will show up black when scanned. If you highlighted the text in your document, you won’t be able to see it once it’s digitized. Refrain from highlighting documents that you wish to scan.
Pro Tip: You can use highlighters and markers to redact content if you work in legal services. Redacted content is kept secure when you upload it with a scanner.
Use Blank Page Detection
Many scanners have a function that can detect blank pages when you are scanning in bulk. You don’t need blank pages when you are viewing digital documents. While you could organize your documents ahead of time and try to remove all the blank pages, your scanner can probably help with this step.
Back up Your Files To the Cloud
One of the best tips for successful document scanning that you need to know is how to access and secure your digitized files. Document scanning is popular because it improves workplace productivity, allowing employees to access the files they need no matter where they are. It also allows companies to secure secret or protected information.
Purchasing a scanner when you have many documents to scan isn’t always the way to go. If your office has a large project to get through, hiring a professional document scanning service to take care of everything from character recognition to blank page detection will save you money down the road. Scanstrong offers premier document scanning services in California to aid in all your scanning needs. Request a quote and find out about our three-step document scanning process that will save you time and money today.