Document Scanning Tips

Seven Steps for Happier Document Scanning

The frustrating early days of slow flatbed scanning and paper jams are over forever. It’s time to retire your photocopier, recycle your fax machine and ditch your stapler – document scanning is now faster, easier and here to stay!

Your seven steps to document scanning success!

1. Smile while you Scan

Pat yourself on the back as you think about the money, time, space and paper you are saving with every scanned file.

2. Use scanner friendly stationary

Donate these to charity: Replace them with:

ALL staplers in the office – Paperclips, bulldog clips

ALL dark highlighters in the office – Light coloured highlighters

ALL dark post-it notes in the office – Light coloured post-it notes

Plus get good quality staple removers for everyone in the office, (they’ll need them for all the stapled docs that arrive from those not yet initiated into your scanner friendly world.)

3. Invest in hardwearing hardware!

Upgrade your document scanners and scanning software to increase speed and efficiency. Today’s document scanners are sleek, affordable and easy to drive! Find yours at www.scannershop.com.au

To ensure fast scanning at high resolutions, install extra memory in any computers that need it.

For continued quality scanning, change your scanner parts yearly or more frequently depending on use. Info-Organiser can source scanner consumables for most models plus arrange a professional on site clean and service of your scanners. Consult your user manual for more cleaning tips.

4. Psst – systems are sexy!

Nothing makes an office purr better than an efficient system. Decide on a regular scanning system – who, when and where – then keep to it!

• Schedule system and software training for staff and remember any new staff will need to be caught up.
• During high document scanning periods (eg: end of month, tax times, yearly archiving) use a temp agency or casual staff (uni students are great) to help lighten the load and book ahead for the same temp whenever possible.
• Decide on a policy for how long to keep scanned documents before destroying them.  Invest in a paper shredder or set up a secure document destruction account with a reputable company.
• Encourage your suppliers and clients to support your new systems by becoming paper free as well!

5. BACKUP your scanning!!!

The last thing you want to do is re-scan hours of work due to your computer crashing unexpectedly.  So … set up a secure file backup system for all your files and do it today!  (Talk to Info-Organiser or to your IT company to discuss your best option).

Do you keep forgetting to backup?  Here are some suggestions:

Use your appointment software to schedule an appointment reminder with yourself to backup – or place a desktop post-it note on your screen – or tie a string to your little finger, but do something!

Check if your scanning software or backup software can be configured to run auto-backups.

Depending on your volume you may need to back up:

• After every file
• Every hour
• Twice a day (eg: before lunch, at end of day)
• End of each day (this is the absolute minimum)

6. Security is essential

Ensure you keep a copy of your backup in a secure, fireproof place overnight. If you back up to a usb, disk or cd then invest in a fireproof, waterproof safety tin to store it in.  Or have you data hosted via the web in a secure data centre – us ask how.

7. Expert support – everybody needs a bit now and then!

Info-Organiser Document Management Solution is best priced, secure electronic document software with over 10 years of experience. Ask the Info-Organiser expert team how to completely solve your scanning and document management needs.

Scannershop is an Australian owned one stop online shop for all your document scanning needs. Benefit from over 10 years of scanning knowledge. We hope you enjoyed these seven steps. www.scannershop.com.au