Document scanning is the procedure of making electronic copies of your documents using an optical scanner and storing them in a storage device of your choice. The term document scanning is often interchanged with document imaging. Bulk scanning services therefore is a term used when there are large volumes of documents being scanned with the aim of storage as a single file.
Despite the fact that the procedure has proven to have numerous benefits to file storage, the process has several problems associated to it. Some documents in the batches may require special care without which they cannot scan well. This in most cases delays the process.
Bulk scanning of important documents in a company will definitely be a long process that has several steps. Quite a number of factors will have to be considered before such a process begins. This is due to the fact that converting original documents in paper form to electronic content will raise legal and security issues.
Bulk scanning has greatly minimized storage space. Large volumes of files are scanned and converted into electronic copies which are then stored in a storage device whereas in paper form they would require physical storage which would reduce the office space. The saved office space is put into other business needs.
Storage and security matters of the documents scanned have are discussed prior to the commencement of the procedure. An appropriate storage medium is chosen to store the images. In addition, the ease of access and security requirements of the documents is considered as the safety of information is very vital for organization survival. Frequently used images are stored easily accessible preferably they should be stored on the network for easy access to all.
Texts with small character size may fail to scan legibly. Thin lines on the documents may also not be reproduced clearly. This reduces the ability of the scan to make an electronic copy which is as accurate as the original document in paper form. One should noted that delicate or already damaged documents will further be damaged by scanning. Therefore, the officers in charge should make sure to take photocopies of such document before undertaking the procedure.
Documents are put into batches by using similar classification. This makes it easier to manage the documents during the scanning. Unique identification is given to each batch in order to ease the retrieval process. Each document in each batch should be preceded by a batch header sheet which helps in identifying the department that owns the document.
Documents are checked prior to scanning to ensure that they are in proper sequence and that none is missing or lost. Moreover, smaller documents are attached to white standard size papers so that their scanned image clarity is improved.
Despite the fact that the procedure has proven to have numerous benefits to file storage, the process has several problems associated to it. Some documents in the batches may require special care without which they cannot scan well. This in most cases delays the process.
Bulk scanning of important documents in a company will definitely be a long process that has several steps. Quite a number of factors will have to be considered before such a process begins. This is due to the fact that converting original documents in paper form to electronic content will raise legal and security issues.
Bulk scanning has greatly minimized storage space. Large volumes of files are scanned and converted into electronic copies which are then stored in a storage device whereas in paper form they would require physical storage which would reduce the office space. The saved office space is put into other business needs.
Storage and security matters of the documents scanned have are discussed prior to the commencement of the procedure. An appropriate storage medium is chosen to store the images. In addition, the ease of access and security requirements of the documents is considered as the safety of information is very vital for organization survival. Frequently used images are stored easily accessible preferably they should be stored on the network for easy access to all.
Texts with small character size may fail to scan legibly. Thin lines on the documents may also not be reproduced clearly. This reduces the ability of the scan to make an electronic copy which is as accurate as the original document in paper form. One should noted that delicate or already damaged documents will further be damaged by scanning. Therefore, the officers in charge should make sure to take photocopies of such document before undertaking the procedure.
Documents are put into batches by using similar classification. This makes it easier to manage the documents during the scanning. Unique identification is given to each batch in order to ease the retrieval process. Each document in each batch should be preceded by a batch header sheet which helps in identifying the department that owns the document.
Documents are checked prior to scanning to ensure that they are in proper sequence and that none is missing or lost. Moreover, smaller documents are attached to white standard size papers so that their scanned image clarity is improved.
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 Scan And Store Documents she suggests you visit her friend's to learn more.
Hi dear,
RépondreSupprimerThank you for this wonderful post. It is very informative and useful. I would like to share something here too.Access Scanning Document Services or ASDS converts paper files to PDF/OCR, TIFF or JPEG for backup and future viewing. ASDS provides document digitization services at cheap prices.
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