Do you do business in an industry that involves a lot of paperwork? If you don't want to actually store mountain after mountain of paper, you can scan the documents, save them digitally, and then have the paper documents shredded and recycled. However, this can be a cumbersome prospect when you're just starting out. Here are some tips that will help.
1. Test the whole system before you shred anything.
Before you shred any of the documents, make sure you scan a few, save the files, and then ensure you can access the files. Make sure you open the files to check that they contain the proper images and that those images are readable. You should never just scan and shred. If something happened to corrupt the file or the image did not scan properly, you would be without a record of that sheet.
2. Zip your files.
Storing hundreds or thousands of scanned files can take up a ton of space, whether you're storing the files in the cloud or on a physical hard drive. You can reduce the file size significantly by "zipping" the files. You will just need some zip software; there are plenty of free options. Make sure you group "like" documents together when creating your zip files so you can then easily know which ones to unzip when you need to access them again.
3. Do a little scanning each day.
Whether you're doing the scanning yourself or hiring someone else to do it, try to dedicate only an hour or two per day to the task. Scanning document after document is very repetitive, and if you work on it for too long at once, you may start making silly errors. It's best to tackle this project a little at a time with a fresh mind each time you sit down.
4. Back up the files.
Do not just save the scanned files in only one spot. Make sure you back them up, either by saving them to the cloud or saving them to a secondary physical drive. You can even dedicate an entire external hard drive to your scanned documents. This way, you know you'll always have them accessible.
Scanning your documents is a good way to get rid of all the paperwork that's piling up in your office. Just make sure you follow the tips above so the process and document retrieval go smoothly.
To learn more, contact a company like Indigital Inc.
Share14 February 2020
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