Everyday business processes make it important to convert documents from one type to another. Lots of incoming paper-based documentation will have to be digitized and entered into a centralized database. For this to happen, document scanning will need to occur.
Relying on a professional document scanning service is the best way to speed up the process and ensure effective digitization.
Even if you partner up with experts in the field, however, there’s still some risk of committing serious mistakes. Here are a few of the most prominent document scanning errors that could be costing you both time and money.
Having No Document Scanning Schedule
According to most chief information officers, digitization has improved business efficiency since its introduction.
To benefit from its effects, however, you will have to engage in consistent processes. That involves document scanning.
Lacking a scanning schedule can contribute to some issues down the line. For a start, your digital archive will remain incomplete for a certain period of time. Once you get to scanning and digitizing, there will be a massive bottleneck to deal with before everything gets processed.
Both small and larger businesses can benefit from a scanning and digitization schedule. The frequency should depend on the frequency of documents coming in and needing to get processed. As long as adherence to the schedule is ensured, however, the smoothness of the digitization will be guaranteed.
Letting Documents Lay Around After They’ve Been Scanned
Do you have an idea about what you’ll do with the paper copies of the documents you have just scanned?
Just letting paper-based documentation sit around is not a good idea. First of all, it creates clutter that simply doesn’t have to be there. More than enough evidence exists already to suggest that a cluttered work environment decreases productivity.
In addition, having piles of documents (some of which contain sensitive data) makes it much more difficult to ensure data management compliance.
The best option for you is storing the documents that have to be retained in the right kind of facility and document shredding everything else.
Professionals who offer such services are licensed to handle sensitive data and make sure that it is destroyed in a legal way. If you have a good plan for paper document management after the scanning is completed, you’ll never have to worry about compliance again.
Not Using a Document Management System after Digitization Is Completed
How do you handle digital copies after document scanning is completed?
If you haven’t answered that question yet, you’ve made a crucial mistake.
Scanning is just the first step in the right direction. Next, you’ll need to select a good document management system to help you organize and manage the brand-new archive.
Just storing documents on a local server or hard drive will deprive you of the opportunity to use many functional document management options.
Contemporary document management systems allow for proper indexing, retrieval, backing up, and modification of your files. You can also ensure access control and enable the security features that are most in line with your data protection strategy.
Cloud-based document management is fairly affordable and even small organizations make use of such solutions. The good news is that cloud-based services can be scaled up or down to be in line with your current usage needs.
Relying Exclusively on In-House Document Scanning
We previously discussed the use of professional document scanning services but this is an option that some businesses still feel uncomfortable with.
The most common worry focuses on the cost of employing professional assistance.
In-house document scanning, however, can be a lot costlier. You’ll need to maintain the right equipment. Also, some employees will need to handle scanning. This means that human resources will be diverted away from much more important and strategic tasks.
Outsourcing scanning and building a steady relationship with such a professional partner will save you time and money. It will be up to the contractor to ensure adherence to the scanning schedule. Also, many such companies offer comprehensive document management services. Benefiting from such bundles will give you a good price that will be difficult to beat when you adopt ineffective in-house processes.
Speaking of document scanning professionals, take some time to identify the right partner.
Many companies offer such services but their packages are not created equal. Experience, licensing, and quality of communication all matter when choosing a long-term partner. To be confident in your choice, obtain multiple quotes and compare those side by side. Make sure there are no hidden fees, charges, or additional expenses. The quote should be detailed enough to give you a good idea about what you’ll be getting and how much it’s going to cost.
Final Verdict
Scanning documents in an effective manner necessitates a preliminary planner. If you have an in-house process right now, chances are that it can be optimized. Take a look at the current steps and costs linked to scanning. Pinpoint some of the procedural weaknesses and you’ll quickly determine what the right solution for the respective issue is.