Documents are very important in any business. If properly stored, the documents can be used for many decades to come. One of the ways to ensuring that documents do not get lost is to use the online scanning service. This allows you to digitize all your important files and documents which can later be stored in an off site location, primarily on the web.
Before files can be scanned, there are several things that you as the customer need to handle. When handled in advance, they make it easier to digitize all the files. In addition, advance preparation also helps reduce the costs that would have gone into the project.
Start by making certain that no document has been folded. When any document is folded, it creates a line, mainly in the form of a crease at the back of this document. So when the file is placed in a scanner, the machine will assume that this is an image and thus scan it as one. This will then lead to more work as time has to be set aside to rectify this mistake before your document can be uploaded online.
When it comes to affixing your documents together, stick to paper clips. Staples, though effective will cause some problems when it comes time to scan all the files. A staple always leaves behind a blemish which must be corrected when documents are being scanned. If you must affix documents together, stick to bands and paper clips which are always blemish free.
Make use of post it notes. They provide one of the easiest ways of labeling a document. The labeling itself will not be permanent which means that it can be removed and affixed elsewhere as you may see fit. Affix it a black spot meaning you do not need to remove it even when having all the documents in the organization scanned in readiness for filing.
It will be essential to have all the small documents affixed together. Use a paper clip to affix all of them together, especially when preparing a larger file. When they have all been affixed together, it becomes easier to locate them as they will all be placed in a single folder.
Businesses should make certain that all important documentation is scanned at all times. Among the details to store in an electronic format will be invoices and employee contracts. In addition to having the files readily accessible, scans can also be used to make certain that a business is compliant at all times.
Before files can be scanned, there are several things that you as the customer need to handle. When handled in advance, they make it easier to digitize all the files. In addition, advance preparation also helps reduce the costs that would have gone into the project.
Start by making certain that no document has been folded. When any document is folded, it creates a line, mainly in the form of a crease at the back of this document. So when the file is placed in a scanner, the machine will assume that this is an image and thus scan it as one. This will then lead to more work as time has to be set aside to rectify this mistake before your document can be uploaded online.
When it comes to affixing your documents together, stick to paper clips. Staples, though effective will cause some problems when it comes time to scan all the files. A staple always leaves behind a blemish which must be corrected when documents are being scanned. If you must affix documents together, stick to bands and paper clips which are always blemish free.
Make use of post it notes. They provide one of the easiest ways of labeling a document. The labeling itself will not be permanent which means that it can be removed and affixed elsewhere as you may see fit. Affix it a black spot meaning you do not need to remove it even when having all the documents in the organization scanned in readiness for filing.
It will be essential to have all the small documents affixed together. Use a paper clip to affix all of them together, especially when preparing a larger file. When they have all been affixed together, it becomes easier to locate them as they will all be placed in a single folder.
Businesses should make certain that all important documentation is scanned at all times. Among the details to store in an electronic format will be invoices and employee contracts. In addition to having the files readily accessible, scans can also be used to make certain that a business is compliant at all times.
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 enterprise paperless office, she recommends you check out www.Docufree.com.
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