Your Document Scanning Questions, Answered

Woman with pensive facial expression looking aside while sitting at workplace. Unsure businesswoman thinking about difficult question. Female office worker doubted because of uncertain situationDocument scanning is a go-to solution for companies looking to optimize productivity and profits. As a result, we’re asked document scanning questions every day. In this blog we share them with you.

Q: Which Documents Should I Scan?

A: The documents you should scan depend on your budget and workflow requirements. Scanning your most active business documents is both cost-effective and practical. They can be stored on portable media on a local server or in the cloud for easy digital access. If you want to go entirely paperless, your document scanning provider can offer a turnkey scanning solution.

Q: Should I Buy a Desktop Scanner?

A: Desktop scanners are great tools for day-forward scanning projects where you’re imaging a few documents at a time, however they aren’t designed for high volume file conversions. For large document scanning jobs you need high-speed scanners and robust software that extracts and classifies data from your hard copy records so it can be migrated to a document management application.

Q: Where Should I Store My Electronic Documents?

A: You can store your electronic documents on a portable media device, a local server or in the cloud. It’s also wise to store at least one duplicate copy of your images offsite. A media vault offers the most secure offsite storage solution for protecting your backup copies.

Q: What is Scan on Demand?

A: A Scan on Demand service combines secure offsite records storage and document scanning. Your documents are barcoded and stored in a commercial records center. When you need a file, it’s scanned and sent to you electronically. Scan on demand offers a cost-effective document retention and information accessibility solution for your business.

Q: What is OCR?

A: Optical Character Recognition (OCR) is specialized software that converts scanned paper documents into fully searchable and editable digital images. OCR helps you find information quickly with keyword and phrase searches.

Q: Which Image File Format is Most Accessible?

A: Portable document format (PDF) is the most widely used and compatible file format. PDF files can be viewed and edited across a wide range of platforms.

Q: What Are The Advantages of Outsourcing My Document Scanning Project?

A: Outsourcing your document scanning project to a qualified partner is a great way to save time and money. A scanning partner provides everything you need to convert your documents to images, including:

  • High-speed scanners
  • Imaging software
  • Trained scanning technicians

Your documents are imaged with the highest possible resolution and strict quality assurance procedures are followed during the pre-scan, imaging and post-scan phases.

Q: How Do I Choose a Document Scanning Provider?

A: It’s important to select a document scanning provider you trust. Some document scanning companies ship your documents overseas for imaging which puts your information at risk. Look for a locally owned provider who has its own document scanning facility and uses screened scanning technicians. Ask for references to verify your scanning provider’s experience and expertise.

If you have a document scanning question we haven’t answered here, please let us know. We love answering your questions!

Richards & Richards offers document scanning and document management solutions for businesses throughout Nashville. For more information, please call us at 615-242-9600 or complete the form on this page.