Answers to Your Document Scanning Questions

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Female Student Reluctant to Raise Her Hand to ask a question. Do you want to increase your company’s productivity and profits? If so, document scanning may be the solution you’re looking for. In this blog, we answer the document scanning questions we hear most often:

Q: Which documents should I scan?

A: There’s no limit to which documents you can scan; much depends on your budget and workflow requirements. Many organizations start by scanning their most-utilized business documents. Digitizing these active files reduces paper storage costs and streamlines information accessibility.

You can also store your documents offsite and digitize them incrementally, as needed, with a Scan on Demand solution. And if you want to go entirely paperless, your document scanning partner can convert your entire active and backfile inventory to easily-managed digital files.

Q: Why can’t I just use a desktop scanner?

A: Desktop scanners are ideal for digitizing a few files at a time, but not so useful for large-scale scanning projects. A document scanning service eases the time, stress and risk of converting important documents to digital images in-house. From start to finish, your entire scanning project is handled by trained professionals.

Q: What is OCR?

A: Optical Character Recognition (OCR) is specialized software that converts the text on scanned paper documents into searchable content. Your document scanning provider should use OCR software during conversion so you can find information quickly, by simply searching for keywords or phrases.

Q: Where do I store my newly-created digital files?

A: A document scanning service offers the option of storing your digital files on your server, a portable media device, or in your preferred document management or enterprise content management (ECM) database. No matter which storage option you choose, it’s wise to store a duplicate copy of your images offsite, preferably in a media storage facility.

Q: What are the advantages of outsourcing my document scanning project?

A: Outsourcing your document scanning project to a qualified partner saves time and money and ensures an accurate and prompt digital conversion. Your scanning partner provides everything needed to convert your paper records to digital images, including:

  • High-speed scanners
  • Imaging software
  • Trained, background-screened scanning technicians

Stringent quality assurance procedures are followed during the file preparation, document imaging and post-scanning phases. You stay focused on your business while your documents are scanned for you.

Q: How do I choose a document scanning provider?  

A: Choose a trusted, locally-owned document scanning provider. Verify that the scanning is handled internally rather than being outsourced to a third party.

If you have a document scanning question we haven’t answered here, please let us know. We look forward to hearing from you!

CI Information Management provides document scanning solutions for businesses in Tri Cities, the Yakima Valley, Walla Walla, Hermiston, OR, Moses Lake, Wenatchee, and nearly everywhere in between. For more information about our document scanning services, please call us at 509-586-6090 or complete the form on this page.