Let’s go over some mistakes that can be made during document scanning so that you know how to avoid them.
Document scanning is highly helpful to many different professional industries. It helps businesses preserve more space, all while making it easier to store and access information, when needed.
With that said, there are certain pitfalls that can happen during the scanning process. Fortunately, these pitfalls are often preventable. Let’s go over some mistakes that can be made during document scanning so that you know how to avoid them.
Not Planning Out Your Labeling System
Having a document management system is supposed to help employees find the files they need with ease. If you don’t plan out your labeling system, it results in files not being organized once they’re scanned. This defeats the purpose of performing document scanning in the first place. That’s why you should always consider how you’re going to organize your files before you scan them.
Keeping Records On-Site
Storing files around your business sounds like a smart decision. After all, it sounds convenient being able to access paper documents without having to leave the office. The reason we don’t recommend this is because you’ll have to put several security protocols in place in order to protect your files. If you keep your paper records at an off-site storage facility, you’ll not only keep them safer, but you’ll also save more space around your business.
Performing Document Scanning In-House
Perhaps you’re considering performing document scanning in-house. While you avoid the cost of hiring a professional scanning company, it typically doesn’t pay off in the long run to perform DIY document scanning.
If you scan your documents in-house, you’ll have to train your staff on how to perform the process. Not only that, but you also have to purchase the necessary equipment. Finally, when your employees are scanning documents, they can’t tend to other matters around your business, meaning your office efficiency goes down.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.