It is estimated that most documents in the future will be paperless and saved in the cloud. Thus, a time will come when you can say goodbye to hardbound paper, cluttering office tables, thanks to scanning technology that has become cheaper and more efficient over the years. In an effort to be paperless, however, many novice archivists have made mistakes when scanning documents.
As a result, corrective action needs to be done to make up for such mistakes, especially since these may prove to be expensive. They may cost thousands of dollars and lost man-hours that could otherwise have been spent on more productive endeavors. The following are common mistakes of document scanning in Los Angeles that first timers commit, as well as advice on how to avoid them.
Although hiring professional scanning companies to scan is your best bet, you may feel that some miniscule tasks, such as converting several faxed memos from an affiliate based outside Los Angeles, can be done within the confines of the office. If you wish to convert them with your scanner, you can increase the task’s efficiency by taking some common-sense tips that may not be clear, especially when you’re doing it for the first time.
An essential tip that many still fail to follow is to scan your documents in order, page-by-page. This will be good when you have to scan a mountain of paper. Getting the order correct in the beginning saves you from having to manually arrange the digital files.
Some companies prefer flatbed scanners to sheet feed types precisely because they can scan documents without having to handle paper, i.e., having to feed the document into a tray. This increases the risk of paper jam; something especially true when you’re scanning thin pieces of paper that are so old that they are in danger of disintegrating.
Removing foreign matter from a document, such as adhesive tapes, paperclips, and stapled metal, is recommended—mandatory, even. These non-paper things can be stuck in the feed (another reason flatbed scanners are the best kind of scanners), and adhesives may stick to the insides of your scanner, or even stick two documents together. For more tips on how to scan documents, go to meetingtomorrow.com/cms-category/tips-for-scanning-documents-and-images. However, if you prefer to have someone else to scan, contact a company that offers document scanning in Los Angeles today.
Common Mistakes of Document Scanning and Ways to Avoid Them