Documents are very important for the management of any organization. If a business is to be in a position to effectively carry out its operations, it needs to be able to access all its important documents. In any organization, you will find that there are many documents stretching many years back. All these will need to be digitized in readiness for electronic filing through the use of an online scanning service.
Before files can be scanned, there are several things that you as the customer need to handle. When handled in advance, they make it easier to digitize all the files. In addition, advance preparation also helps reduce the costs that would have gone into the project.
Begin by unfolding all your files. Ensure all documents are unfolded. When folded, the documents will begin to create a crease line. Such crease lines will then make it harder to scan a clear copy as the scanner may interpret this as an image hence creating more work as they will have to be removed later on.
Companies also need to make sure that staples are avoided when it comes to affixing documents together. Just like folding, a staple will also leave a blemish on your document. This then means that the eventual scan will not be as clean as you would like it to be. To clean the digital file, time has to be spent dealing with the blemishes present on your document.
Document labeling is an important task when it comes to ensuring that one is able to trace important documents. To ensure that all scans will be error free, start making use of post it noted. These notes can be placed anywhere on the document so as long as the area is blank.
All small documents should always be affixed together. All small documents which related to larger documents should be affixed together. This will include ensuing that receipts are affixed together. When you do this, you will be guaranteeing that all these documents will remain together even when they are being scanned during the digitization process.
Businesses need to make certain that all their vital documents have been scanned and electronically stored. Documents that should be scanned will include invoices, correspondence with clients and even contracts. All these are important for the day to day affairs of a company.
Before files can be scanned, there are several things that you as the customer need to handle. When handled in advance, they make it easier to digitize all the files. In addition, advance preparation also helps reduce the costs that would have gone into the project.
Begin by unfolding all your files. Ensure all documents are unfolded. When folded, the documents will begin to create a crease line. Such crease lines will then make it harder to scan a clear copy as the scanner may interpret this as an image hence creating more work as they will have to be removed later on.
Companies also need to make sure that staples are avoided when it comes to affixing documents together. Just like folding, a staple will also leave a blemish on your document. This then means that the eventual scan will not be as clean as you would like it to be. To clean the digital file, time has to be spent dealing with the blemishes present on your document.
Document labeling is an important task when it comes to ensuring that one is able to trace important documents. To ensure that all scans will be error free, start making use of post it noted. These notes can be placed anywhere on the document so as long as the area is blank.
All small documents should always be affixed together. All small documents which related to larger documents should be affixed together. This will include ensuing that receipts are affixed together. When you do this, you will be guaranteeing that all these documents will remain together even when they are being scanned during the digitization process.
Businesses need to make certain that all their vital documents have been scanned and electronically stored. Documents that should be scanned will include invoices, correspondence with clients and even contracts. All these are important for the day to day affairs of a company.
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 enterprise document management system, she recommends you check out www.Docufree.com.
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