Answers to Your Document Scanning Questions

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Do you know the benefits of going paperless, but struggle with where to start? As with so many things in life, success depends on gathering the right information. In this blog, we answer your document scanning questions.

Q: Why should I outsource my scanning project?

A: Scanning one or two documents with a desktop scanner is easy enough, but scanning hundreds or thousands of documents requires the right resources. A scanning service offers expertise and technology. Skilled professionals convert your paper records to high-quality digital files using high-speed scanners and specialized software—saving you time, money, and unnecessary stress.

Q: Do I need to scan every document?

A: No. You can scan as few or as many documents as you wish. Your scanning provider should customize a solution to your workflow requirements and budget.

Q: Do I need to prepare my documents for scanning?

A: No. Your scanning provider prepares your documents for scanning. Trained scanning technicians remove staples and paperclips from files, repair torn pages, and organize your documents for imaging.

Q: What is OCR?

A: Optical Character Recognition (OCR) software converts the text on your paper documents to searchable digital content. OCR gives you the ability to search for keywords and phrases in your images.

Q: Where should I store my digital images?

Your scanning provider transfers your digital images to a DVD or portable hard drive or uploads them to your document management or enterprise content management system (ECM). If you prefer, they can even host your images on their own secure server. This offers your team the ability to securely search, share and collaborate on digital documents online.

Q: What happens to my original copies after scanning?

A: Many companies destroy their hard copies after they’re scanned. If you go this route, partner with a scanning provider who offers NAID AAA Certified shredding and destruction. If you want to keep your originals, the same company will reassemble your original files and transfer them to their records center for secure off-site storage.

Q: What should I look for in a document scanning provider?

A: Choose a provider you trust. A scanning company should use professionals who are trained to handle private information. Make sure they follow a strict chain of custody protocols throughout the duration of your scanning project.

Reputation and experience should be at the top of your list. Ask for your provider for customer references to gain a true picture of their service and ability.

If you have a question we haven’t answered here, please contact us by phone or complete the form on this page. We’re always here to help!

Pacific Records Management provides document scanning services for businesses throughout Fresno, Stockton, Sacramento, Modesto, and Napa and Solano Counties.

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