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How to Decide If Document Scanning Services Will Help Your Company

Are you and your employees drowning in paperwork? Do you have more than 12 filing cabinets full of documents? Have you ever had to spend more than 30 minutes searching for a paper document? If you answered yes to any of these questions utilizing a document scanning company may be a great idea for your business. Document scanning can save you time and money. Follow these steps to help you make a decision about document scanning.

  1. Step 1

    The first step in deciding if a document scanning company is right for your business is really taking a look at how many documents your company has stored currently in paper form. Take an inventory of your documents. Count the number of filing cabinets you have in your offices.

  2. Step 2

    It is important to keep in mind that for each 12 filing cabinets of documents you have it takes one employee to manage those files. Files must be organized, cataloged, etc. Therefore it may be cheaper to utilize document scanning and microfiche storage or computer storage then it would be to hire additional staff to maintain paper files.

  3. Step 3

    Next you should consider what type of documents you are storing. By utilizing document scanning services you can store your images on an external hard drive which means they are less likely to become lost or be accidentally destroyed. This security could be priceless depending on the type of documents your company generates.

  4. Step 4

    And finally the bottom line will ultimately come down to cost. Take a look at your companies budget. Can you afford the document scanning price? Get estimates from several document scanning companies before you make a final decision.

How to Pick a Document Scanning Company For Your Business

If you are a business owner you are probably drowning in paperwork. But many companies are now resolving that dilemma by moving to document scanning and web management of files. This can be a real space saver and can save your company money in the long run. While this is a great idea it may be hard to determine what document scanning company you should use. This tips should help you make a decision.

  1. Step 1

    The first step is deciding how much your company can spend on document scanning services. You should review your budget and determine the amount that is feasible for your business to spend prior to talking to any document scanning companies.

  2. Step 2

    Once you have an idea of how much you can budget for document scanning services contact document scanning companies and schedule an appointment to meet with them.

  3. Step 3

    At the meetings with the document scanning companies you need to be clear about what your needs are. Make sure they are aware of the type and amount of documents you have. Also ask them for references of companies they currently work with. Ask about their storage procedures. Do they store files through a web management program or are they stored on microfiche. Once they have an understanding of your needs you will need to review their estimate for the cost of services.

  4. Step 4

    Contact the references the document scanning company has provided. Ask the other companies that are utilizing document scanning services what their opinions are. Do they feel the service is adequate, have they noticed a time or financial savings in utilizing document scanning. Their input can help you make a decision.

  5. Step 5

    After you have gathered all the information from references and reviewed the estimates for document scanning services you should be able to easily make a decision.

Tips on Scanning Documents

Modern scanners are almost universally high-quality digital imaging devices. Depending on the purpose of the scan and the type of document being scanned, certain optimizations while scanning a document can help improve your final results

         Scanning Text for Optical Character Recognition (OCR)

  1. If you are scanning a book, magazine, newspaper or any other printed text document for the express purpose of OCR, several things can help the overall process. It is very important that the page you are scanning be aligned square with the edges of the scanner. Modern OCR can straighten pages, as can some scanner software interfaces, but your overall results will be better if the page is straight in the first place. Make sure that you scan the document as a black and white image; this will reduce the amount of data that the OCR program will need to process. Ideal resolutions for OCR will usually range from between 200 and 300 dots per inch (DPI).
           Scanning Images & Photographs for Online Use
  1. Most current scanners can capture images at far more detail than is required for posting or displaying photographs or images online. Most current model scanners are capable of scanning at anywhere between 1,200 and 9,800 DPI. Some scanners are capable of even higher resolutions. Most monitors offer something in the neighborhood of 96 DPI display resolution. Computer monitors cannot display an entire image when it is scanned larger. Scanning large images also uses more memory and hard disk space for storage, not to mention bandwidth for transmitting the image. If you are scanning a standard four inch by six inch photograph for online display on a site like Facebook, set your scanner resolution to somewhere between 75 DPI and 100 DPI. That resolution will give you a good image quality that will not be so large that it downloads too slowly and suffers from cropping in a browser.
            Scanning Images & Photographs for Printings
  1. When you email someone a low resolution photograph, they may not be able to print the photograph at high quality. If you want to scan a photograph or image for emailing to a person who may later print that image, it is best to scan the photograph at 300 DPI. 300 DPI images are likely going to be too large to display well in a web browser or on a monitor, but the additional image data is required for higher quality printing. If the file size is too large for convenient emailing, try saving the image as a JPG and reducing the JPG quality to around 50 percent.