Many businesses are taking a step into the future and starting to convert their paper documents over to electronic files. Electronic files are easier to manage and allow businesses to offer a high level of customer service because the documents are quickly available and there is no wasted time waiting for the files to be found.
While the transition to electronic files might be a beneficial one to the company it can be a long pain staking process to convert the files from paper to electronic files. Each important document must be scanned and saved in a safe place. For many businesses this process can take a week to several months depending upon the amount of documents that need to be scanned. Luckily, the process can be made simpler by using a few solutions that will speed up the document scanning process.
Here are some things you can do to make document scanning for electronic files quicker.
Free All Pages. Paper documents often need to be kept together. This requires people to use staples, paperclips or even hole punchers. When you are preparing to scan the documents make sure that you free up every page. Staples and paperclips can slow down the process.
Sort Papers. Try to sort papers out into important documents and those that do not need to be scanned. If you do this ahead of time you will prevent yourself from having to sort all the papers while you wait to scan them.
Create a Backup System. When you are done scanning the papers decide what papers need to be kept as a backup and place those in a folder. If a paper does not need to be kept as a backup consider shredding it and removing it from the office. Deciding what papers need to be backed up before you are done will speed up the scanning process.