Document scanning is a hot topic these days. More and more businesses are realizing the benefits of converting paper records to digital images. With all the buzz, people ask us document scanning questions every day. Here are answers to the top five:
Q: What Are the Advantages Outsourcing My Scanning Project?
A: There are two big advantages to outsourcing your scanning project. First, professional document scanning saves you money and time. High-speed scanners and imaging software are very expensive. Outsourcing your scanning project eliminates the need to purchase expensive scanning equipment, train your staff how to use it, and push your core tasks aside to scan documents. The entire imaging and conversion process is handled for you. Second, since professional imaging technicians scan and check your documents, you know your digital documents will be error free.
Q: Which File Format Should I Choose for My Documents?
A: That depends on which formats you use in your business. TIFF (Tagged Image File Format) and PDF (Portable Document Format) are the most widely-used formats for scanned images. Your document scanning provider can convert your paper records to TIFF, PDF or a variety of other file formats for seamless integration with your document management application or enterprise content management (ECM) system.
Q: What Is Optical Character Recognition?
A: Optical Character Recognition, also known as OCR, is software that makes each scanned file searchable. OCR eliminates having to scroll through digital files and manually search for specific information because the system can find individual words within scanned documents. By typing keywords or phrases, you can pinpoint exactly the information you need.
Q: What’s the Difference between Workflow Scanning and Conversion Scanning?
A: Conversion scanning offers a quick approach for digitizing your documents. Whether you have a single file room or a whole office full of documents, the entire batch is converted to digital files. In contrast, workflow scanning offers a more gradual approach for digitizing your paper records. At regularly-scheduled intervals or when your documents are no longer active, paper documents are transferred to a records center for secure storage. Should you need one of these documents, it is converted to a digital image and sent to you. Workflow scanning addresses office-space constraints and lets you spread out your scanning costs.
Q: What Happens to My Original Documents after They’re Scanned?
A: That depends on your business requirements. If you need to keep your original copies, your scanning provider can offer an offsite storage solution. If you want to discard your originals, your scanning provider should offer to destroy them using a NAID AAA Certified destruction process.
If you have more document scanning questions, please give us a call. We love answering questions!
DeVries Business Services proudly serves businesses in Spokane, Eastern Washington and Northern Idaho. To learn more about our scan services, please contact us by phone or complete the form on this page.