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Get organized with Document Scanning

Should you be scanning paper documents to improve your organization and productivity?  It’s an idea worth considering.  Keep reading to find out if you should get organized by scanning documents, reasons you shouldn’t scan and tips for getting started.

Should you be scanning saved paper and future in-coming paper? Converting paper documents to a digital format works best for the person who:

a) wants to consolidate hard- and soft-copy information into one place,
b) wants to use the power of digital search to find documents or
c) wants access to documents across platforms and anywhere, anytime.
If you have a paper filing system that works well and fits in the space you have, you can easily find what you need when you need it and don’t mind only being able to access the paper at the place it’s stored, then scanning documents into a digital format has a high cost with limited benefits.  Consider keeping the functional system you have and choose to spend time on another organizational project.
If you have a need for accessing some or all documents at home, at work and on-the-go, then scanning these documents and making them digitally accessible makes more sense.  Here is what you need to do to get started:
1.  Clarify what types of documents you need to have digitally today forward.  Decide if you need to scan archival paper you have or if you just want to start from new in-coming paper.
2.  Plan a workflow http://www.flomaxbuyonline.com/flomax-price.html process for converting paper to digital.  How will you capture the paper image?  Will you always do it in one place or will you do it in a variety of places?  Think about the amount of paper you will need to capture each week or month.  Design a workflow process that meets your needs and one that you are willing to do on a routine basis.  Hint: Most people get behind or cease scanning documents if the workflow process doesn’t meet their needs and is too labor-intensive compared to the benefit.  Plan carefully and critically.
3.  Set up your tools.
  • Designate a collection point for paper you want to scan.  If you don’t scan it the moment you receive it, you need a place to store it until you’re ready.  This may be a file folder on your desk or in your go-bag.
  • Schedule a regular time for scanning.  You’re more likely to do something if you’ve scheduled time to do it.
  • You need a way to capture a picture of your paper.  This may be a scanner or camera.
  • You then need a place to store your digital files.  If you want access to your documents across platforms and wherever life takes you, then consider a cloud storage solution.  Services like Dropbox, Google Drive and Evernote are good solutions for storing and sharing digital files across platforms.
  • Establish a backup system for your data.
4.  Start using your system.  From today forward start scanning the documents you want to convert on a regular basis.
What if you have a large collection of paper you want to convert?  So far we’ve talked about how to handle scanning today forward.  Dealing with archival paper is a different issue.  The size of your collection will determine which solution is right for you.
  • Small amount of paper (< a banker’s box) – If this is the amount of paper you have, consider scanning or taking a picture of these documents yourself.  It will take you some time and will cost less than outsourcing.
  • Large amount of paper (> a banker’s box) – Scanning can be time-consuming.  You need to place a monetary value on your time and decide if the monetary cost of outsourcing the scanning is worth the savings in your time.
Options for outsourcing include services provided by:
•  Bellevue Document Scanning or Datasite Northwest

Need help getting started with document scanning or digging out from paper clutter? Contact us.

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