Companies cannot function without having documentation like invoices, pay slips, team member contracts, and many other essential records. Country or regional laws may also require a business to keep the documents safe for a specific time before they are allowed to dispose thereof.
Keeping such a large amount of paperwork may seem impossible, and some companies had to invest in storage options before digital scanning became available. Luckily, the more technological advances emerged, the more companies changed the way they think about document storage, and nowadays, there are companies dedicated to scanning and preserving documentation.
Although some businesses would have employees scan the documentation on-site, they don’t necessarily follow strict guidelines for the scanning process. In the long run, it may cost them more than expected when the employees will have to rescan certain items, especially when they were already sent to storage. To save time and valuable resources, the company should instead apply the following best practices for scanning documents:
- Check The Documents For Damage Before Scanning
Companies that scan physical documentation converting it to digital copies must invest in the best software available. Using professional and reliable solutions like Document Capture Pro Software will give the best results for quickly scanning various documents.
To maximize the use of software, ensure you check the documents before scanning them to prevent loss of information during scanning and get high-quality results. Having damaged, torn, or illegible documents may affect the quality of your scan and may also damage your scanner. Furthermore, some software will recognize signatures, barcodes, QR codes, and more, making it imperative to have the document intact.
1.Label, Number, Or Mark Documents Correctly
The scanner and software work together to properly index the information and save it into various files. These files could contain more than one version or generation of the same document, especially when there were alterations to a contract, for example.
Suppose the scanner operator doesn’t correct the label, number, or document mark. In that case, the software may overwrite the information, and the company will lose the older version of the same document. Thankfully, most scanning software should have a feature that notifies the operator of the duplication and allows them to correct the label.
2.Use High-Functioning Equipment
Documents will come in all shapes and sizes, colors, and paper types. If the scanning equipment cannot handle these variables, the company will struggle to keep up with converting them into digital data. Although scanning equipment and gadgets could be costly, they are well worth the investment in scanning quality images.
Poor scanning quality won’t be clear and look less than optimal to someone reviewing the information. The poor quality may also result in a loss of the details on the document making the whole scanning process redundant. Fortunately, rent-to-own options are available for companies who want quality without it costing them an enormous amount of money initially.
3.Ensure That Equipment Has The Correct Settings
Along with the correct equipment needed for scanning the documents, these devices and equipment should also have the proper settings to ensure a high-quality scanned copy. Settings that provide a photo quality image will have higher dots per inch (dpi) than others. The higher this count, the more detailed the scanned document will display.
There are many other settings that companies need to adjust according to the type of document and quality that they require, and an excellent software package should have these settings grouped for the user’s convenience. All the operator needs to do is to read the manual from the software provider and find the correct settings to use.
4.Emphasize Quality Control Measures
Quality is something that document scanning cannot forego. Documents must be legible and clear on the screen, so those who need to use the digital version can effectively use the information. Any flaws in the scanning process could have devastating effects on the company that relies on the scanned data.
For this reason, there should be a big emphasis on quality throughout each step. Companies should regularly check digital documents for any problems and fix them before scanning the next batch of documents.
Constant quality monitoring will keep team members on their toes to ensure they are always doing their best to keep up with the high standards. There will be times when scanning problems like misalignment of the documents occur, but with regular checks, these mistakes are easily corrected and avoided.
5.Protect Sensitive Digital Information
Documentation worth saving will likely contain sensitive personal information, which the company should guard at all costs. Although actual documentation can remain in a locked store room or something similar with access control, digital documents are subject to other security risks. Companies should find the safest and best data storage solution to suit their needs.
Companies should therefore contact a reputable IT specialist with knowledge about protecting sensitive scanned documents and information to set up the necessary protective measures like firewalls, access control, and the like. When these are in place, companies can assure their clients that the information is safe, and a data leak is less likely than without the protection.
Hackers may want to access sensitive information for various reasons, like stealing someone’s identity and making digital security a top priority. Even with the best security measures, there could still be some breaches in the system, which means that the person in charge of the IT solutions should regularly check and evaluate the safety measures in place.
Companies could have millions of documents to process each year, and most will contain information they will have to store safely. To save time and valuable resources, they should follow the best practices for scanning the documents and digitally securing them, so all parties involved have peace of mind that the data won’t fall into the wrong hands.
It may be no easy task for your company to achieve this on your own, but outsourcing options are available. You will remain responsible for choosing a reputable and knowledgeable third-party company. Nevertheless, whether your company scans its documents on its own or hires third-party services, remember to follow the best practices for scanning documents to ensure high-quality results.