Document scanning is the procedure of making electronic copies of your documents using an optical scanner and storing them in a storage device of your choice. The term document scanning is often interchanged with document imaging. Bulk scanning services therefore is a term used when there are large volumes of documents being scanned with the aim of storage as a single file.
The transition to paper less business from paper based business has fueled the usage of scanning as a means of distributing and managing documents. Companies have also realized the need to organize and store paper based information in electronic form which is more efficient and cost cutting.
The documents being scanned in the batch sometimes may vary in size. Documents of different sizes are scanned individually one by one whereas if they were of same size an automatic document feeder could have been used. In this case, more time will be spent in this practice.
It is also possible that information around the margins of page may fail clarity test on the scan or be completely lost. This may either be because the document has not been aligned properly to the scanner or that the scanner does not read information on the edge of the page.
Storage and security matters of the documents scanned have are discussed prior to the commencement of the procedure. An appropriate storage medium is chosen to store the images. In addition, the ease of access and security requirements of the documents is considered as the safety of information is very vital for organization survival. Frequently used images are stored easily accessible preferably they should be stored on the network for easy access to all.
Sensitive company information is stored safely. The information is then safeguarded against theft by being protected by passwords which only few personnel are aware of. This vital information in electronic form is stored in multiple repositories hence eliminating the risk of losing it completely. Moreover, electronic storage preserves the information better than paper which deteriorates over time.
Documents are put into batches by using similar classification. This makes it easier to manage the documents during the scanning. Unique identification is given to each batch in order to ease the retrieval process. Each document in each batch should be preceded by a batch header sheet which helps in identifying the department that owns the document.
Consideration are carefully taken to provide authority and responsibility to the procedure to avoid organization information falling in to the wrong hands. The project requires authorization by the senior officers of the company. Duties of this process and quality control must be segregated.
The transition to paper less business from paper based business has fueled the usage of scanning as a means of distributing and managing documents. Companies have also realized the need to organize and store paper based information in electronic form which is more efficient and cost cutting.
The documents being scanned in the batch sometimes may vary in size. Documents of different sizes are scanned individually one by one whereas if they were of same size an automatic document feeder could have been used. In this case, more time will be spent in this practice.
It is also possible that information around the margins of page may fail clarity test on the scan or be completely lost. This may either be because the document has not been aligned properly to the scanner or that the scanner does not read information on the edge of the page.
Storage and security matters of the documents scanned have are discussed prior to the commencement of the procedure. An appropriate storage medium is chosen to store the images. In addition, the ease of access and security requirements of the documents is considered as the safety of information is very vital for organization survival. Frequently used images are stored easily accessible preferably they should be stored on the network for easy access to all.
Sensitive company information is stored safely. The information is then safeguarded against theft by being protected by passwords which only few personnel are aware of. This vital information in electronic form is stored in multiple repositories hence eliminating the risk of losing it completely. Moreover, electronic storage preserves the information better than paper which deteriorates over time.
Documents are put into batches by using similar classification. This makes it easier to manage the documents during the scanning. Unique identification is given to each batch in order to ease the retrieval process. Each document in each batch should be preceded by a batch header sheet which helps in identifying the department that owns the document.
Consideration are carefully taken to provide authority and responsibility to the procedure to avoid organization information falling in to the wrong hands. The project requires authorization by the senior officers of the company. Duties of this process and quality control must be segregated.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about Document Storage Roswell Ga ideas she suggests you click here to learn more.
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