Document Scanning Questions Answered – from our Platinum Sponsor, Richards & Richards

Your Document Scanning Questions, Answered

Document scanning is a go-to solution for companies looking to optimize productivity and profits. As a result, we’re asked document scanning questions every day. In this blog we share them with you.

Q: Which Documents Should I Scan?

A: The documents you should scan depend on your budget and workflow requirements. Scanning your most active business documents is both cost-effective and practical. They can be stored on portable media on a local server or in the cloud for easy digital access. If you want to go entirely paperless, your document scanning provider can offer a turnkey scanning solution.

Q: Should I Buy a Desktop Scanner?

A: Desktop scanners are great tools for day-forward scanning projects where you’re imaging a few documents at a time, however they aren’t designed for high volume file conversions. For large document scanning jobs you need high-speed scanners and robust software that extracts and classifies data from your hard copy records so it can be migrated to a document management application.

Q: Where Should I Store My Electronic Documents?

A: You can store your electronic documents on a portable media device, a local server or in the cloud. It’s also wise to store at least one duplicate copy of your images offsite. A media vault offers the most secure offsite storage solution for protecting your backup copies.

Q: What is Scan on Demand?

A: A Scan on Demand service combines secure offsite records storage and document scanning. Your documents are barcoded and stored in a commercial records center. When you need a file, it’s scanned and sent to you electronically. Scan on demand offers a cost-effective document retention and information accessibility solution for your business.

Q: What is OCR?

A: Optical Character Recognition (OCR) is specialized software that converts scanned paper documents into fully searchable and editable digital images. OCR helps you find information quickly with keyword and phrase searches.

Q: Which Image File Format is Most Accessible?

A: Portable document format (PDF) is the most widely used and compatible file format. PDF files can be viewed and edited across a wide range of platforms.

Q: What Are The Advantages of Outsourcing My Document Scanning Project?

A: Outsourcing your document scanning project to a qualified partner is a great way to save time and money. A scanning partner provides everything you need to convert your documents to images, including:

• High-speed scanners
• Imaging software
• Trained scanning technicians

Your documents are imaged with the highest possible resolution and strict quality assurance procedures are followed during the pre-scan, imaging and post-scan phases.

Q: How Do I Choose a Document Scanning Provider?

A: It’s important to select a document scanning provider you trust. Some document scanning companies ship your documents overseas for imaging which puts your information at risk. Look for a locally owned provider who has its own document scanning facility and uses screened scanning technicians. Ask for references to verify your scanning provider’s experience and expertise.

If you have a document scanning question we haven’t answered here, please let us know. We love answering your questions!

Richards & Richards offers document scanning and document management solutions for businesses throughout Nashville. For more information, please call us at 615-242-9600.