Scanning Documents to Save Time and Money

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If you work in a paper-centric office, there’s no doubt you’re familiar with the struggle associated with accessing the information you need to do your job. Files stored in paper form residing in old fashioned file folders within disorganized filing cabinets present big problems when it comes time to access data on demand. Finding a piece of paper in this less-than-ideal storage system can prove to be vexing, if not completely fruitless.

Thankfully, there is a better, more efficient way to store your documents. It all starts with scanning your paper documents via document imaging and converting them to digital files. This revolutionary method of storage will eliminate paper clutter in your office, benefitting your business immensely. How so? Let’s start with saving your company both time and money.

Save time through instant archiving and retrieval of files and documents
Time equals money in business, and storing files in paper form is costing you a bundle. How much time is spent in your office manually filing documents or searching for them after the fact? However much time it adds up to, scanning your documents and storing them electronically makes it possible to accomplish these tasks in a fraction of the time. This surplus in available time can instead be used for more important, value-adding tasks. Additionally, being able to retrieve documents in an instant will positively impact productivity, collaboration, and customer service within your company.

Save money by reducing overhead expenses
Printing documents to paper costs money, from the paper being printed on to the consumables used to print with. Storing documents in paper form takes up more space than doing so electronically, which also adds to your overhead. By scanning your documents and converting them to digital form, you’ll eliminate these printing costs from your budget. You’ll also eliminate filing expenses, as well as the need for additional space to store paper documents, which can be costly. You can downsize to a smaller, less expensive office, or use that newly available space for something that generates revenue.

The benefits provided by scanning documents and storing them digitally make it easy to understand why so many organizations have moved away from storing them in paper form. Contact Infomax Office Systems to get started.

How to Achieve Better Scanning

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Quality and efficiency are at the top of the list of everyone’s scanning needs. In order to help you achieve this, we’ve put together a few tips to help you get the best results when you scan documents.

Choose Your Weapon
● Flatbed or sheet-fed scanner? Stacks of paper are handled brilliantly by automatic document feeders, while flatbed scanners are ideal for oversized documents or books.

● What’s your speed need? Usually reported in pages per minute, scanning speeds can vary widely from one device to another. Depending on your scan environment, you may need a few dozen scans daily, or a few hundred, so make sure your scanner can handle the workload.

● Specialized document format? If you’re scanning lots of business cards, receipts, photos, slides, or negatives, specially-designed guides or scanners will maximize your scan quality.

Check Your Specs
● Use the appropriate scan resolution. Your optimal resolution will depend on the initial document and your ultimate usage of the scanned document or photo. For example, screen-only viewing works fine at 72 PPI (pixels per inch), but most printers output at 300 DPI (dots per inch). Scan at a higher resolution if your image will be cropped or enlarged.

● Select auto mode. Most scanners have an option that provides optimal resolution, contrast, and file format based on input type. Indicate whether you’re working with a picture, color document, or black-and-white document, and the scanner will handle the rest.

● Tweak the histogram. Manually defining the black, white, and mid-range points in the image or document can dramatically change readability.

Prep the Paper
● Remove all staples and paper clips. Prevent foreign objects from getting stuck inside your scanner, which could necessitate repair or replacement.

● Tape up any tears. Ripped paper can snag in the device and cause further damage to the document.

● Fan the paper. Treat your paper like a deck of cards you’re about to shuffle to separate individual pages and prevent double-feeding.

Scan away!
If you’ve followed these tips, you’re on the right path for a quality scan: pick the best scanner, adjust your technical specifications, and prepare items before scanning. To make sure your scanner is working best for your needs, contact Infomax Office Systems today.

Are You Missing Out on Scanning Savings?

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Scanning has been around for quite some time, but many businesses refuse to incorporate a document imaging solution. There are several assumptions made about the world of scanning, many of which are outdated and misleading. There is a good chance that your business is missing out on drastic savings, simply because you are unaware of all of the benefits document scanning can bring to your business.

Here are some facts about how your business can be boosted by incorporating a document imaging solution.

  • Saving your workflow: Maximizing your day-to-day operations so that your business’s workflow is optimized is one of the chief benefits of a document imaging solution. In fact, your workflow can actually improve by 30%. Imagine if all areas of your business could be boosted by such a high percentage. Optimized workflows save time and money, so embrace a scanning solution sooner than later.
  • Saving time: In addition to improved workflows, document scanning also saves time when it comes to finding your documents. Scanning software makes indexing all documents easy, which then makes finding those documents later on a breeze. Instead of sorting through filing cabinets or stacks of paper, you can find exactly what you’re looking for in a matter of seconds.
  • Saving paper: Businesses need paper, at least for now. Exactly how much paper depends on the size of the company and their specific needs. However, by incorporating a document imaging solution, you can drastically reduce the need for paper, which saves on storage costs and reduces your carbon footprint. In the United States alone, there are 4 trillion paper documents, and that number grows by 22% each year. Utilizing double-sided printing, and incorporating certain paperless functionalities, can help you not add to that pile.

To learn more about the myriad ways that a document imaging solution can benefit your business, contact us today.