When you get going setting up your new business, it can seem like there is an endless stream of things to take care of. As a result, it’s crucial that you take steps early on to minimise the workload, by working smarter, not harder.
Document scanning is an important aspect of that performance optimisation process for startups – here are some important things you need to know.
Why Scanning is Important
The benefits are simple – document scanning enables organisations to store and access sensitive information digitally, which can improve efficiency, and reduce the risk of losing important data.
Equipment
If you’re going to scan your paper documents yourself, you’ll need a capable document scanner to digitise your paper documents. There are a variety of different scanners available, ranging from basic desktop models, all the way to high-end specialised machines. Choose a scanner that’s compatible with your computer system, and meets your needs in terms of speed, resolution, and size.
Software
You’ll also need a comprehensive software solution in place, to manage and store your scanned documents. There’s a wide range of options available, including cloud-based solutions and on-premise hardware. Choose a solution that provides appropriate search and retrieval capabilities, as well as version and access control.
Document Types
Not all documents can be scanned in the same way. Consider relevant factors such as the size and thickness of the document, the colour and quality of the original, and even the kind of information contained in the document. Some may require specialised scanning equipment and techniques, that are best left to the experts.
The Scanning Process
The scanning process involves capturing an image of each page of a document and converting it into a digital format. The quality of the final product depends on things such as the resolution of the scanner, and the software used to process the image.
Image Quality
Image quality is crucial for ensuring that your scanned documents are searchable and fit for purpose. Ensure that your scanner produces high-quality images, and consider using optical character recognition (OCR) software, to convert text in the images into digitally searchable text. This means that when you need to find a specific part of the document, you can simply search for it on your computer, and find it in seconds.
Data Security
The security of your scanned documents is critical, especially for sensitive information. Ensure that your storage solution provides adequate security features for the kind of data being stored, such as encryption and user access control, to protect your data from unauthorised access or potential data leaks.
Cost
Document scanning can be an expensive process, especially if you need to buy equipment, software, and storage solutions. It’s definitely worth considering using a third-party document scanning service provider to reduce costs, or find a cost-effective scanning solution that meets your needs.
As you can see, document scanning is an important part of data storage and optimisation for startups. By understanding the equipment and software needed, the different types of documents and the scanning process, and the importance of image quality, storage, and security, startups can be sure that they set themselves up for success in the future, by working smarter, not harder.
