How to Plan a Scanning Project

Scanning documents

Are you planning a scanning project? If so, you've come to the right place. Here are a few key things that will help you get started on the right foot!

Scanning Like a Pro

Scanning seems so simple on the surface--just take physical files and digitize them. However, there's a lot more to the story, which is why it's important to think ahead and carefully plan your scanning project.

Here are a few things to consider:

#1: How you'll scan

Although you can opt for the in-house scanning approach, many businesses find it more effective to use scanning services. With scanning services, you don't need to dedicate an entire team to dealing with documents--and, better yet, you don't have to worry about organizing the task yourself.

#2: What you'll scan

Once you know how you're getting the job done, it's time to think about which files should be digitized in what order. Generally, it's best to have your most important documents (anything you use on a daily basis) scanned first--that way, you'll have everything you need to keep doing business.

#3: Where your scans will live

The next and, in many ways, most important decision is where and how you'll store your files. You have a lot of options here, which is why you should dedicate plenty of time to this step. For example, do you want to store your newly digitized documents on a local server, or do you need to transition to the cloud? There's also organization to think about--like which naming conventions you'll use to keep things tidy.

#4: How you'll secure your digitized documents

The scanning and organizing work is done--congratulations! Now all you need to do is take care of your investment. That means using encryption solutions, strong password habits, user authentication, firewalls, and other digital security approaches to make sure your files are protected at all times. (Don't forget to shred physical copies of your files!)

Conclusion

A lot goes into a scanning project--and if you want the best results, it's important to think ahead. Luckily, with scanning services at your disposal, you can eliminate the work and stress, so you're free to focus on what matters most: using your newly digitized files.

Ready to see what scanning services can do for you? Contact us today!