When we have our first call with a client about scanning their documents, they often don’t see past the first step of removing the boxes of paper from their office. We like to explain the four distinct steps that relate to professional document scanning.
4 Important Elements of Document Scanning:
Capture: Our first step is to ensure we scan everything that is on the document or file. Normally it will be mostly text but can include images or graphics with detail. All documents will be handled with care to ensure we get all the information in a clear scan. We can do this by using the latest technology and up to date equipment that produces a high-quality image every time. We also only use trained technicians to perform this task.
Index: It is never one size fits all, you tell us how you want to distinguish the documents and we will form an index, so they are filed together in batches that make sense to you. Easy to identify, eliminating misfiling and makes it easier to upload and use the files later.
Share: While we will share the digital files to you in a format to suit your systems, the sharing we mention now relates to how you can share these new digital files with your team and customers. Each digital file will now be stored on your system, and you will implement protocols to ensure that only authorised users can access them. Secure shareability is a huge benefit of scanning.
Recall: Digital files make it easy to retrieve customer information, view important data and access other documents at the click of a button. No more searching through piles on a desk, folders on a shelf or boxes in a dusty room. All the information at your fingertips when you need it.
For more information about how to start your scanning journey please get in touch with our expert team. We make it easy for you to manage your documents so you can get on with running your business.