So you've scanned every document in your filing cabinets, on your desk, and scattered throughout your life--congratulations! You're probably wondering what comes next. The good news is that there are a few steps you can take to get the most out of your newly scanned files, and the better news is that those steps are just as simple as scanning itself.
Scanning is all about making progress. It may not seem like it at first since you're just moving paper files into the digital world--but that's a step forward, not a step backward. After all, scanned files are a lot easier to save, share, update, and secure, and you don't have to worry about losing them in a flood or watching them walk away in the wrong hands.
Once you've scanned your files, you can make even more progress by taking a few steps to organize, protect, and utilize those shiny new digital documents. Here's a quick look!
- Use optical character recognition.
The first step you'll want to take after scanning is to use optical character recognition, or OCR, to help your systems understand what's on your scanned files. Essentially, you want to make those documents searchable so that you can find them by topic, keyword, or even included phrases.
- Redact sensitive information.
Digital tools can help you redact information on scanned files like you would do with a black pen. The difference is that digital tools don't come with loopholes, so redacted information is safe from prying eyes.
- Organize, organize, organize.
Finally, it's time to take your finalized documents and get organized. Document management solutions can help you come up with consistent naming conventions, create company-wide data receptacles, and even block access to certain documents without the right credentials.
Want to learn more about scanning and everything that comes after? Contact us today to get started!