The Process Of Document Scanning

document scanning

Understanding how to properly scan documents is critical.

Document scanning is great for organization, time management, security, space utilization, and overall efficiency. However, depending on the number of files you have, it can seem like an absolutely Herculean task. Below, document scanning is broken down into easy steps, so that you can understand the process from start to finish.

Document Prep

Before scanning paper documents, they need to be made ready. Get rid of any staples, paper clips, and an excess of sticky notes. Repair any torn pages and sort into batches to make the scanning process easier.

Conversion and Capture

Depending on your scanning device, papers will either need to be scanned one at a time or in batches. There are numerous ways to capture a document. These include:

  • Fax
  • Camera Phone
  • Copier/Multifunction Printer
  • Scanner
  • Checks
  • Microfilm

Document Imaging

These images will be saved in any of a number of formats. These include TIFF, JPEG, PDF, or GIF.

Image Cleanup

Some documents may need some digital enhancement. Many software products have image enhancement features which will allow you to easily crop, brighten, rotate, despeckle, and do anything else you need to to do documents to improve their readability.

Check Your Work

Check images for accuracy and make sure they are labeled right and are completely readable. This will seem tedious but is important. It can also be down by a second operator or via some automated processes.

Recognition Is Key

This is important when it comes to indexing each image and there are different kinds that can be implemented. These include:

  • Zonal
  • OCR
  • Full-text
  • ICR
  • Barcodes
  • OMR

Indexing

Indexing is key to keeping scanned documents organized so they can be found easily. There are quite a few ways to index:

  • Key from index fields
  • Auto-indexing with barcodes
  • Zone OCR
  • Ingest from different applications

Office Solutions From Enoch Office, A DEX Imaging Company

Whether your concern is increasing productivity in your office or cost cutting, Enoch Office, A DEX Imaging Company- Baltimore Branch has the expertise and equipment to get your office customized perfectly to meet your exact needs. We have the skills and tools to help your transition to a paperless office as easy as possible. We have countless office solutions and types of equipment available through our website. For more information, give us a call at (410) 561-7600 or visit us online. For more information on the latest office technologies, follow us on social media at Facebook, Twitter, Google+, LinkedIn, YouTube, and Pinterest.

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