Are you wanting to free up office floor space? Are you tired of having to endlessly search for a single document? Regardless of the specific reason, digitization offers numerous benefits to organizations in any industry. Outsourcing your digitization needs takes the stress off of your hands while giving you the peace of mind you need. However, fully understanding the imaging process from start to finish can give you a better idea of your specific wants and needs. Generally, the digitization process can be broken down into seven major steps:
Depending upon your preferences, the documents to be scanned can be collected in two ways. The first option entails you boxing up all of the necessary documents, and either physically delivering them or shipping them to your scanning vendor. The other option is to have the scanning vendor will come out and collect the project documents themselves, even packing them up for you. Regardless of what works best for you, security should always be a top priority. Document scanning solutions will transform your paper files into searchable digital images. Your documents can be filed digitally for instant access!
Making sure that your documents are prepared for scanning is one of the most critical, and time-consuming steps of the digitization process. Here, the vendor ensures that all staples and paper clips have been removed. They should also pay close attention to torn pages and sticky notes, making sure to remove the items that don’t need to be scanned and identifying small pages that might otherwise get lost in the shuffle.
After each document is correctly prepped, it is ready for scanning. Paper documents are then loaded into our scanner to be imaged.
Indexing is the step of the process that puts your data at your fingertips. After scanning, each document is indexed according to your preferences. Each document can be indexed multiple ways in multiple categories to ensure that you can find what you need when you need it. Typical index fields include identification numbers, names, dates, locations, document types, service types, department names, and social security numbers.
After scanning and indexing, your documents undergo a thorough and rigorous quality control process. A technician reviews the images for readability, proper image orientation, blank pages to be deleted, and any other complications that may affect the quality of your project. Quality control is a critical part of the digitization process as it assures that your documents are easily readable, correctly indexed, and ready to be returned to you (or shredded).