How to Get Your Documents Ready for a Scan Project

Are you afraid of your office drawers? Not sure how many piles of paper you’ll be showered upon? Or are you too concerned about the dust you’ll be pampered with just after opening the closet? Well, we get you, and we’ve brought the best solution for you! Document scanning is the ultimate way to steer you clear of these situations. It’s time to get rid of all these dusty documents and paperwork! 

So, you have finally decided to take your organization digital and paperless! You’ll be surprised to know how beneficial it is to your firm when all your documents are stored in their digital counterparts. All those piles of documents will finally be leaving your office for good. Without any further ado, let’s get on to how you can make all your organizational documents ready for a scanning project! 

Steps to Take Care of Before Getting Your Documents Scanned

Straighten all the Folded Documents

A lot of paper documents in your office you’ll find folded. That’s pretty natural, and you’ll realize how important it was to get all those documents straightened and digitized. The folded documents will not be scanned, and valuable information can be lost. You should also ensure that you’re sending only those documents for scanning that are readable; otherwise, there is no point in scanning those documents. 

Get Rid of Staples, Clips or Tapes, or Any Other Binding Material

Even though document and record management companies too can do that for you. However, when you’ve already wasted a lot of time already in going through all those piles of paper till now, one more day won’t make much difference. Organizing your documents will surely help in boosting the document scanning process. Make sure that all the documents are free from any material that can be a hindrance to the scanning procedure. Moreover, this way, you will reduce the chances of any page getting skipped while scanning. 

Beware of Tapes on the Documents 

When you tape a particular document, there is a high chance that you might forget to scan the back of that document. If you don’t wish that to happen, you must start taping these items in the middle of a sheet of paper and never tape any document on both sides. 

Get All Your Documents Organized

Any document management company won’t be completely aware of in which sequence your documents should be indexed. Hence, in order to save your time as well as the management company’s, it’s advised that you keep all your documents arranged in the order you want to be scanned. This way, you will end up saving quite a lot of time that you’d be spending organizing the documents after scanning and digitization. Hire one of the top document management companies in India to make sure you have the best guidance and assistance as and when required. 

Determining Scanner’s Limitations

If you have a restricted time frame in which you have to get all your documents scanned, then it will be better for you to assess the scanner’s limitations and note how much time is taken in each document’s scanning. Once you have the results of the test run, you can make batches aligned with the scanners’ limits to keep them ready ahead of time. 

Final Words

Document management can steer you clear through a lot of struggles you and your employees face on a daily basis when it comes to the management of documents. A professional scanning service provided to you by the leading small business document storage service providers in India, such as Dox and Box, will assist you through each and every step of the scanning and digitization process in order to take your office completely digital without any hassle. 

Don’t worry! With Dox and Box by your side, you’ll have a customized quotation for your project, irrespective of the scope. Want to get your hands on personalized document management solutions that are curated just in accordance with your business needs? It’s time to give Dox and Box a call to go digital and reduce your carbon footprint!