Discussion About Document Scanning And Imaging

By Author: Salvatore Andrea
Total Articles: 6261
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Document scanning and imaging translates hard copies into digitally accessible format. There are certain steps that need to be followed while carrying out document imaging scanning. Have a look at those in brief:

Step 1: Collect all the hard copies of documents that need to be scanned. Some of the common paper documents that often require scanning include client histories, meeting minutes, HR files, contracts, & invoices.
Step 2: Then, remove every staple and clips being attached to the hard copies. Having them attached to the paper documents will result in distracted imaging and scanning operations.
Step 3: Scan each and every hard copy document properly and save it in formats prescribed by clients. Some of the common file scanning formats are PDF, JPEG, BMP, etc.
Step 4: This is a very important step. Perform OCR (Optical Character Recognition) processing carefully some that searching and editing of digitized hard copies becomes easier. Although an optional step, nut most of the organizations opt for it because of the ...
... effectiveness and value it adds to the overall document scanning and imaging process.
Step 5: This is the final step. It includes a series of activities like indexing, consistency checking, & shredding obsolete hard copies.

One of the most common impetuses for document scanning and imaging is disaster preparation. Transforming hard copies of paper documents into scanned e-copies always offers an easy and safe back-up option. In fact, during natural disaster scenarios like flood, fire, or thefts, soft copied being stored online always ensures 100% data protection and longevity. Storing of data should be done on clouds, i.e. in remote servers. There are also a whole lot of environmental benefits to document scanning process. It allows the option to use “go paperless” as much the organizations can. It also helps in reducing the printing rates.