Digitising documents has become a popular practice among businesses over the past few years. With improved security features and increased storage space available for digital documents, it is now more convenient than ever for businesses to make the transition. Besides, digitising documents allows a business to save space as well as the time and costs associated with maintaining records. Moreover, digitising is what you should expect for the future unless a different medium for storing documents is developed.
So, rather than asking whether your business should digitise its documents or not, the question you need to ask is how are you going to go about it? After all, you don’t want your business to miss out on the cost savings and other benefits associated with digitising.
If you’re all for creating digital documents, here are a few tips on how you can tackle this process.
Choose and Buy the Necessary Equipment
The first step towards digitising documents is buying the equipment needed for it. In this case, you will need to purchase a scanner. If you already have one, don’t use it unless it’s a very high quality scanner that provides crisp scanned images with high resolution. If you don’t have the right scanner for this task, here are the two best options to save you time:
- Flatbed Scanners – Flatbed scanners are the conventional type of scanners used in an office. However, because they can only scan one page at a time they are only really useful for new businesses that have less paperwork on their hands.
- Document-Fed Scanners – Document-fed scanners allow you to scan a stack of papers in one go. Simply place the documents you want to scan in the feeder and the machine will scan them one by one. Aside from performing quicker than their flatbed counterparts, these scanners can scan both sides of the paper.
Choose the scanner you feel is the better choice for you. However, remember to ensure that its output is of high resolution; otherwise the pages will be blurry and the text will be illegible.
Discard Unimportant Documents
Before getting started with the scanning process, get rid of all the documents that you no longer have any need for. Though it is recommended that you keep a copy of each document, there are going to be some that have no practical purpose. The fewer documents you have, the easier and quicker the digitising process will be.
Select a File Format
After you have scanned a file, you can save it in a number of formats. However, before choosing a format, you have to think about compatibility with the devices your employees use. PDF is the best option as it is compatible with nearly every operating system and it is unlikely that it will go out of use anytime soon.
Create Multiple Copies
You only need to scan a document once to digitise it. However, you can save as many copies as you want. In fact, it is good practice to create multiple copies and save them in different locations. You can save one copy on your hard drive and another one online.
Buy a Document Management Program
Buy a document management program compatible with the operating system your business uses. The program will allow you to organise your documents in the best way possible. It will also save you time and effort in organising the documents effectively.
These are the tips you have to follow when digitising your business documents. Implement them right away to avail of the benefits of digitising your documents.
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