Why Document Scanning Is Your Office’s Best New Year Resolution

by | Last updated Jan 29, 2024 | Published on Jan 2, 2023 | Document Conversion / Scanning Services

One of the best ways to make your business more productive in 2023 is to set some New Year resolutions. If your concern is to reduce paper clutter and organize your office better, consider document scanning as a resolution. Document digitization is the process of converting printed or handwritten documents into digital files, typically by scanning them and storing in a database or in the cloud.

Businesses can also minimize paper-related risks with document scanning solutions. An experienced document scanning company in the U.S. can help firms manage the transition to a paperless environment.

Document scanning can deliver some valuable benefits to your organization, this New Year –

Go paperless

Digitization allows less paper production and thus less paper waste. Bulk document scanning is an environment-friendly option, as a large number of trees have to be cut down for manufacturing paper, which harms Nature. Instead, online data storage devices allow storing documents for a prolonged time. Paper files are also costly to manage and pose significant risks.

Instant access to documents

Hard copies are quite difficult to sort and manage. Instead of having to refer to massive loads of paperwork in cabinets to find any particular data, it is much easier to search the data online in seconds. All the scanned documents can be stored in one place. Faster accessibility of files can also save your staff’s time for more productive tasks. Search functionality makes it easy to sort through digital files that are organized and managed properly. It is also easy for your remote team to access and share files.

Increase productivity

Faster access to documents can streamline your workflow. Up-to-date information helps to make team collaboration run faster and smoother.

Reduce costs

Document scanning reduces all the expenses related to mailing, printing, copying, shipping, and storing hard copy documents – transfer of information in electronic format is way easier and efficient. Digitization eliminates the need for onsite paper file storage. Making soft-copy backups also eliminates the need for paper storage and thus saves on costs related to storing.

Enhance data security

Natural disasters like fire or flooding, human errors like misplacing or missing documents as well as paper degrading or ink fading out can all put physical documents at risk. Unlike paper records, scanned documents can be stored safely in the cloud, drive or pen drive. Document scanning offers secure access to even the most confidential documents when needed. Any documents can be securely backed up to prevent data from being permanently lost or accessed by an unauthorized third-party.

Tips for Successful Scanning

  • Increase your scanner’s default resolution
  • Set the scanner to detect and delete blank pages for a more concise document
  • Take advantage of your scanner’s color scanning capabilities
  • Consider OCR indexing, while you scan

Also, choose the right resolution based on file size, readability, processing speed, and editing possibilities. A DPI value of 300 is optimal for normal paper document.

Why Outsource Document Scanning?

Depending on the amount of documents you have to scan, consider outsourcing or do the scanning in-house. Outsourcing can get rid of hassles related to managing a large digitization project in-house because of the equipment, space, and expertise needed to convert paper records into electronic files.

Outsourcing to a reliable document scanning company –

  • Makes bulk document scanning easy
  • Reduces clutter around the office
  • Saves more time for core business
  • Saves cost in buying scanners and paying for a scanning team
  • Helps meet the highest standards for image quality and security

Some of the best document scanners you can use to scan business documents in-house include Canon CanoScan Lide 400 Scanner, Brother DS-640 Compact Mobile Document Scanner, Brother ImageCenter ADS-2800W Wireless Document Scanner, Epson WorkForce ES-50 Portable Sheet-Fed Document Scanner for PC and Mac, Epson DS-530 II Color Duplex Document Scanner, and Fujitsu ScanSnap S1300i Portable Color Duplex Document Scanner.

Professional scanning companies provide the services of professional imaging specialists, who use high-speed scanners and state-of-the-art imaging software to turn paper into searchable digital formats. While choosing a document scanning company, check out some factors such as – experience, quality, staff’s ability to meet turnaround time requirements, scanning technology, data security policies, references, end-to-end solutions, and more.

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