Document scanning has never been more affordable. But when it’s not your company’s core ability, scanning hundreds of documents can be overwhelming. Here’s a list of best practices to make sure your scanning project is successful.
Understand Your Workflow Needs
Every company has unique workflow needs, and it’s important to understand yours. What are current and future document retrieval needs? Going paperless may work for one department but not your entire enterprise. If so, it may not be necessary to scan every single document.
A scan on demand service archives your physical documents offsite in record centre and lets you scan them as needed. When you request a file, instead of delivering the paper document to your location, your records storage provider retrieves, preps, scans and sends the digital file to you. The newly-created file image is then encrypted and stored on an ultra-secure server where it’s instantly available for future retrievals.
Whether you need to scan an inventory of backfiles (a repository of documents) or are looking for a fully integrated document management solution for all types of files, the right scanning provider can help.
Prepare Your Documents for Conversion
The popular adage, “Proper preparation prevents poor performance,” also applies to document scanning. Before scanning, paperclips, staples and sticky notes have to be removed from documents. Torn and dog-eared pages should be fixed.
Each file should have a page count comparison done to avoid skipped pages during imaging. It’s also important to distinguish between documents and files that don’t belong together; barcode separator sheets are ideal for keeping these separate from one another. Although document preparation is time-consuming and labor-intensive, it’s a critical part of scanning. Make sure your scanning provider uses these methods.
Implement a Quality Control Process
Imagine scanning thousands of documents, and then having to go back and scan some of them again. A quality control process prevents having to prepare, index and scan documents a second time. Each phase of scanning should include quality control checks. A document scanning service uses dedicated quality-control staff, ensuring a thorough system of checks and balances during file conversion so documents don’t have to be re-scanned.
A certified quality control process will also ensure the future admissibility of your records should you ever have to produce the documents to resolve a dispute. In-house scanning operations or low-cost outsourced solutions often skip steps in the scanning process in favour of a lower cost per image, but these short-term savings can come back to haunt you should the record prove to be of no value when you need it most.
When scanning financial records, personnel files, and other sensitive documents, keep them secure. Outsourcing your scanning project to a qualified partner helps prevent insider breaches and unauthorized disclosure of confidential information. Screened, bonded and trained scanning technicians handle your documents within a strict chain of custody at all times.
If you follow these best practices, your scanning project is sure to be a success!
FileBank offers scanning and e-document creation solutions to businesses throughout Canada. For more information about our services, please call us at 800-377-3453 or complete the form on this page.