Documents are very important for the management of any organization. If a business is to be in a position to effectively carry out its operations, it needs to be able to access all its important documents. In any organization, you will find that there are many documents stretching many years back. All these will need to be digitized in readiness for electronic filing through the use of an online scanning service.
In order to make sure that the files will come out clear and clean, there are a few things that will be required of you. It is important that as a client you learn of ways that can be used to prepare files in advance. Also, preparing documents in advance always help save on time and also on the costs of this particular exercise.
Begin by unfolding all your files. Ensure all documents are unfolded. When folded, the documents will begin to create a crease line. Such crease lines will then make it harder to scan a clear copy as the scanner may interpret this as an image hence creating more work as they will have to be removed later on.
Avoid using staples as much as you can. When a staple is used, it creates a blemish on the files that were being prepared. In turn, more time is spent in trying to remove the blemishes. Paper clips and bands are a good alternative to using staples.
Document labeling is an important task when it comes to ensuring that one is able to trace important documents. To ensure that all scans will be error free, start making use of post it noted. These notes can be placed anywhere on the document so as long as the area is blank.
It will be essential to have all the small documents affixed together. Use a paper clip to affix all of them together, especially when preparing a larger file. When they have all been affixed together, it becomes easier to locate them as they will all be placed in a single folder.
Businesses need to make certain that all their vital documents have been scanned and electronically stored. Documents that should be scanned will include invoices, correspondence with clients and even contracts. All these are important for the day to day affairs of a company.
In order to make sure that the files will come out clear and clean, there are a few things that will be required of you. It is important that as a client you learn of ways that can be used to prepare files in advance. Also, preparing documents in advance always help save on time and also on the costs of this particular exercise.
Begin by unfolding all your files. Ensure all documents are unfolded. When folded, the documents will begin to create a crease line. Such crease lines will then make it harder to scan a clear copy as the scanner may interpret this as an image hence creating more work as they will have to be removed later on.
Avoid using staples as much as you can. When a staple is used, it creates a blemish on the files that were being prepared. In turn, more time is spent in trying to remove the blemishes. Paper clips and bands are a good alternative to using staples.
Document labeling is an important task when it comes to ensuring that one is able to trace important documents. To ensure that all scans will be error free, start making use of post it noted. These notes can be placed anywhere on the document so as long as the area is blank.
It will be essential to have all the small documents affixed together. Use a paper clip to affix all of them together, especially when preparing a larger file. When they have all been affixed together, it becomes easier to locate them as they will all be placed in a single folder.
Businesses need to make certain that all their vital documents have been scanned and electronically stored. Documents that should be scanned will include invoices, correspondence with clients and even contracts. All these are important for the day to day affairs of a company.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about enterprise document management workflow, she recommends you check out www.Docufree.com.
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