A lot of businesses right now are making the transition from paper documents to digital documents.

In order to make the transition, businesses must digitize lots of paper documents that have accumulated over the years. If you do not properly prepare your documents to be scanned, you will have lots of difficulties during the scanning process.

Problems can include paper jams, unreadable document files and missed scanned pages. To help avoid these issues, you will need to prepare your documents by following the tips below. These tips will help reduce the scanning problems that can occur.

Set Parameters

Before you can any documents, take the time to meet with your colleagues to determine how you plan on using these documents once they are digitized. Will you need to regularly pull information off of these documents?

This is a question that needs to be asked. If you answer yes, you will need to set parameters on what types of information need to be pulled from the documents. However you may just want to have a total scanned document for archive purposes, in this case you will not need to establish scanning parameters.

Develop A Naming Convention

In order to quickly find documents once they are digitized, you will need to develop a naming convention for the files. It is important to make sure this naming convention is consistent and easy to remember and use.

When naming a document you will want to include top level document information. When we say this we want you to think about the main point of the document. Make that your file name. If it’s associated with clients and customers you will want to include that as well as dates.

Review Your Documents

Before you do any scanning, take the time to review your documents. Make sure all the documents are facing the correct way and they are in the proper order. Also be sure to remove any staples or paper clips that could become jammed in a high volume scanner.

Once you have reviewed the documents and made sure they are in the proper order, take the time to make sure every document is readable.

It is difficult for high volume scanners to read and scan documents that are blurry or illegible. Documents that are copies of copies as well as ones that are hand-written are sometimes difficult to read.

With these types of documents, you will need to remove them from the scanning pile and enter the data manually.

Summary

Once you have followed these three steps, you will be ready to scan your documents using a high volume scanner.

It is important to take your time when preparing documents for scanning. Cutting corners could cost you more time in the long run. This is especially important if you have tens of thousands of documents to scan using a high volume scanner.

Also remember to make sure you have the proper document management software solutions before you scan any documents with a high volume scanner.

Author Bio: Inception Technologies offers document scanners to meet all needs and budgets. From network attached scanners to scanner rental options, find your perfect scanner athttp://inceptiontech.com/.

Category: Computers and Technology
Keywords: scanning documents, preparing scanning documents, high volume scanners