Document Scanning Tips

 Document scanning and archiving is a very important steps in your record management system. It helps you make sure that no matter what happens, your documents, files, and records will not be lost forever. Without a backup of your files, you run the risk of losing thousands of records, and dollars, daily. 

Some tips for making your document scanning process run more smoothly are provided below.

• Get Rid of Staples and Paper Clips

This tip applies when you’re using a scanner with an automatic document feeder (ADF). Staples and paper clips do not play well with high-speed machinery. If your scanner doesn’t have the feeder feature and you’re simply placing documents on the glass, you can skip this tip. Although, there is something to be said for the look of a scan that doesn’t have an image of a staple or paper clip on it.

• Clean Your Machine

Blotches and smudges on a scanned document not only look JV, but they also could be covering important text. Take time to clean the scanner’s glass periodically. You should consult the owner’s manual for details, but regular glass cleaner and a microfiber cloth should do the trick.

• Dispose of Scanned Documents

So what do you do with all the hard copies you just scanned? Hopefully, you have a detailed record-retention policy, so you know exactly how long you need to keep those hard copies if you need to keep them at all. For all other paper documents, you’ll want to recycle them, shred them, or most likely do a little of both.

The above seven tips will make your document scanning project go smoothly, regardless of whether you’re taking it on yourself or contracting with a document scanning service. Considering converting your paper documents to digital? Call ZircoDATA because they offer Secure document scanning and digitization services in Australia, With the capability to scan a variety of documents and records.