What to do before document scanning

What to Do before Document Scanning Here are some tips regarding what to do to ensure a successful data entry and document scanning project

The world is now into the process of electronic conversion of all business documents. The digitization drive is partly the result of efforts to go paperless and “green,� partly due to the need for easy access and dissemination of information, and partly due to the urge to preserve valuable documents for posterity. In any digitization project, data entry, document scanning and document conversion are vital processes. People feel secure once their important documents are converted into digital form. With the advent of computers and other advanced technology, digital storage of documents has become easy and efficient. In the event of any disaster such as flood, fire and other natural calamities, families and businesses face the threat of loss of all important documents, but with digitization all important documents are preserved and recovery of data also becomes easy.

Scanning of documents is the process of transforming a document from its physical form to digital form. But before digitizing any document, document preparation is a significant element to take into account. For successful digitization of any project, here are some tips to follow.

Build up a Team The first step is to set up a functional team within

your

organization. Make sure that the workers are skilled and trained because this is necessary for timely completion of the project. The team should have a good understanding about both the business and record management.

Handle with care Select the documents that you want to scan, arrange them in numerical sequence, remove all the clips and staples and carefully unfold the documents to prevent any crease or wrinkles. Be careful not to damage important documents. Be extra cautious with old documents. www.managedoutsource.com

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Scanning equipment Check whether you have the right scanners that can handle even large-size documents. Verify the scanning speed to ensure that you can meet your project deadline. Advanced scanning software that gives good resolution and image optimization is essential for optimal scanning results.

Proper workspace A neat and clean room and work table should be provided for the scanning purpose. The workspace should be free of food and drinks.

Use of gloves while handling documents is also necessary.

Tracking documents Use tracking software for easy retrieval of data and for quickly locating the right documents. This will also ensure the records can be traced throughout the scanning process.

Advantages of Scanning Documents Easy to store large volume data Multiple users can access the same document at the same time Easy to make copies of the records Preserves the document from any damage and they do not lose the quality from generation to generation.

Shorter retrieval time than hard copy Enables editing of the document Hiring reliable document scanning services is always a good option if you don’t want to invest in scanning equipment and training personnel; professionals in the field will work for you, convert the documents into the required digital formats. They can handle large volume tedious work, and also ensure good quality conversion. Outsourcing to a professional data entry company will leave you completely free to focus more on business activities.

www.managedoutsource.com

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