scanning

Two Big Scanning Questions (and How to Answer Them)

document-scanning

Scanning is famous for being a simple, pain-free, cost-effective solution that can revolutionize your workflows and communication. However, even scanning requires a little homework.

Here are the two biggest questions you'll have to ask before you can get started--and how to answer them!

First Things First

If you've decided that scanning is a good fit for you, or even if you're still researching, then you're probably impatient to just get started. You want to see those benefits and let scanning turn your communication, organization, and workflows into a breath of fresh air!

Before you get there, though, you'll need to answer two big questions:

  • How many documents need to be scanned?

  • What types of documents need to be scanned?

Small Business Scanning: How to Choose a Scanner

smb-scanning

Suppose you've decided that scanning is the perfect solution for your small business. In that case, you're well on your way to achieving all kinds of great things--from improved security to better organization. There's just one more step: actually choosing the scanner!

Doing the Math

Every small business is unique, which means every small business's scanning needs will be unique, too. That's why it's so important to choose the right scanner: if you end up with what's right for "the other guy," you won't be getting the most out of your new solution, and you'll end up disappointed.

The secret is to do the math--not literally (although you might need to grab a calculator when it's time to work out your budget), but figuratively. Essentially, you want to add up all of your needs, goals, and challenges and then find an equal scanner.

Choosing Scanners for Law Offices

legal-docs

Different types of organizations have different needs, and that's especially true when it comes to scanning. Take, for example, a law office. Law offices need scanners that can keep up with a constant flow of documents--so here are just a few things to keep in mind in pursuit of that perfect machine.

Making the Choice

Scanning is a powerful solution. It's affordable, simple, and stress-free, and it has a long list of benefits like environmental friendliness and improved organization that make it particularly attractive. However, without a machine to do the actual scanning, you're not going to get close to that list of benefits--so first things first: you need to choose a machine.

What Comes After Scanning?

doc-scanning

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.

Making Progress

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.

Scanning Secrets: All About Indexing

scan-to-index

Did you know that there are multiple types of scanning? There are all kinds of variables, but the one that makes the most significant difference is indexing. Read on to find out all about indexing and how it can take your scanning to the next level!

What is Indexing?

To understand what indexing is, let's see what scanning looks like without it. We'll call this "simple scanning," because it's just that--simple, fast, and pain-free. With this type of scanning, all you have to do is essentially capture an image of your documents, photographs, or files and digitally store them.

Remember, though, that indexing isn't on the table--so all you have is images. You can't search them by keyword or content, which means you still have to go through them manually to find what you need.

Scanning: Outsourced or In-House?

scanning

So you've decided to make scanning a part of your day-to-day business life. Congratulations! Now all you need to do is answer one big question: outsourced or in-house? Today we're here to help you know the difference (and choose what's best for you).

Comparing Your Options

One thing to remember about scanning is that it's supposed to make things simple, stress-free, and efficient. If you feel like a choice is "too much trouble," that's an excellent sign that it's not the right choice for you. Luckily, it's easy to take a step back, go to the drawing board, and spend a little time focusing on why you chose to implement scanning solutions in the first place.

One choice that might create a little stress is whether to outsource your scanning or do it all in-house. Here's a little information about both options to help you decide!

What You Should (and Shouldn't) Scan

scanning

It's easy enough to guess that scanning invoices, customer records, and other day-to-day documents is a great solution for your office's organizational woes--but what about the more complicated stuff? How about intellectual property, checks, and ID? Let's take a closer look at what you should and shouldn't scan!

Don't Be Scared of Scanning

Let's get one thing out of the way: there are some legal limitations to scanning in your workplace. However, these limitations only impact you under certain circumstances (which we're about to cover), so you don't need to be too worried. By all means, keep scanning your physical files to create efficient, effective digital documents--remember to do a little homework along the way!

Now that we've covered the basics let's look at a few situations where scanning gets a little messy.

Which Scanning Format Should You Use?

scan-formats

Once you've decided to get started with scanning solutions, organized your files, and started the process, you might think all the big questions are answered--but then you'll be prompted to choose a format for your newly-scanned files. What now? Today we're here to help you make this important call!

Avoiding a Format Fiasco

Choosing the right format for your documents might not seem like a big deal right now, but wait until you need to access those files, distribute them between team members using different devices, or upload them to an online tool. Suddenly, a lousy format can be a huge disaster. The good news is that this is one of the few "difficult" questions you'll have to answer when it comes to scanning since almost everything else is a breeze--and even this one is easier to handle when you understand your options.

Let's take a look at a few standard formats!

The Hidden Costs of Paper

paper-cost

Since scanning is such a simple yet powerful office solution, it doesn't come with very many "secrets"--but there's one pretty big thing you may not realize about scanning: just how much money it saves. That's right--the hidden costs of paper are through the roof. Let's take a closer look!

Getting the Truth

Since paper has been part of the business world--and, let's be honest, the whole world--for so long, most of us have gotten used to overlook its shortcomings. We know it's flimsy, vulnerable, challenging to store and organize, bad for the environment, and, of course, expensive--but since we're so used to it, we let these things slide.

Not anymore.

Can Scanning and Hard-Copy Storage Coexist?

scan-hard-copy

In a world that seems devoted to constant changes and upgrades, it can be challenging to decide which business processes stay and which need to go. Take, for example, document storage. If you're not ready to let go of your hard-copy hoard, but you'd like to try scanning and digital storage, read on--there's a way you can get the best of both worlds.

Your Company's Legacy

Some companies feel that, when they switch to newer or completely different processes, they are abandoning their legacy--but they still go through with it, because they're always being told that new is better. Sometimes, of course, that's true--for example, a new printer might save money by being faster and more efficient than its older counterparts--but it doesn't have to be the case for document storage.

Pages

Subscribe to RSS - scanning