If you really want to get your business ready for the future, increase the security of your documents and improve the overall productivity of the entire venture, then you must get rid of the paperwork and embrace new technology in form of digital documents. By scanning all your current documents and converting them to digital formats, you will be increasing the efficiency of your document management process and saving yourself a lot of space and resources.
Taking the bold step and switching from physical documents to digital files through online document scanning is healthy for any business but transitioning from what you are so used to, might not be the easiest thing. You need to understand the dos and don’ts of online document scanning if you are to transition smoothly without losing any critical information. To help you implement online scanning in a better way, we have provided the following 5 tips for online document scanning and storage:
Arrange the Documents Properly
To make scanning easier, arrange all the documents that need to be scanned in the order that you want them indexed. First put all the related documents together and arrange them in the order you wish to store them. You will need to get rid of all metallic clips, staples or any other material that is likely to damage the scanner.
Invest in a Decent Scanner
If you are to make the process quick and seamless, you need to invest in a high quality scanner. When it comes to choosing the right scanner for online document scanning, you want a device that delivers quality images with speed and can handle all the normal paper sizes that you work with in the office. You need a scanner that is reliable and can scan multiple pages at once. Most people think too much about the budget and end up buying cheap scanners which are unreliable and produce low quality images. Invest in something that will serve you for a long time without compromising the quality of service you get.
Online Document Scanning Software
When scanning your documents for online storage, you will need a software for the purpose of organization and easy storage of files. There are lots of software that can be incorporated into the scanner and can be programmed to make the work of scanning and storing the digital files easier. Invest in software with a user-friendly interface.
Cloud Storage
For most people, the cloud is where you will be storing your digital files, so you need to subscribe to a reliable service. From Dropbox to Evernote, there are a number of service providers in the market that offer the service. You need a service with proven security that comes at an affordable rate.
When saving your digital files to the cloud service, you need to make sure that you name the individual files articulately to avoid any confusion when you will need them. Save the related files in the same folders and accessing them will be easier in future.
Make Backups
Most cloud storage services are reliable but this does not mean that the systems are fool-proof. You need to make a separate backup for your files to stay on the safe side. Just make sure that the backups don’t end up being the weak links in the security system. Store them in a safe place where no one can access them.