Every day, we receive document scanning questions from current and prospective customers, and we enjoy answering them. In this blog, we’ve published some of the most frequently-asked document scanning questions. We hope you find the answers helpful!
Q: Why should I outsource my document scanning project?
A: In-house scanning is expensive and time consuming. You have to buy scanners, train staff, and push aside other projects while imaging your documents. Outsourcing your document scanning project saves you time and money. The entire imaging process is done by professional scanning technicians. Using specialized high-speed scanners and software, they convert your documents into accessible digital files.
Q: Which image format should I choose?
A: The file format you choose depends on how and where you store your digital images. A document scanning provider can convert your documents into TIFF, JPEG, PDF, or any other digital file formats that suit your needs.
Q: What is Optical Character Recognition?
A: Optical Character Recognition (OCR) is the process of converting your scanned image to searchable text. When applied during the scanning process, OCR lets you pinpoint specific information within a document using simple keyword searches. OCR software is used during scanning to identify keywords and phrases in PDF, TIFF, BMP and other digital files that integrate with a variety of software applications.
Q: Where should I store my digital images?
A: The ideal storage location (digital repository) for your digital images will depend on how your team intends to access/use the information.
If you are simply digitizing legacy documents to eliminate paper records, lower the cost of long term records retention and accessing the records is expected to be very infrequent, then a transfer to portable storage media or the cloud may be the most cost effective option.
However, if the intent of your scanning project is to move your information from an outdated paper environment to a dynamic digital information management system—often referred to as Enterprise Content Management (ECM)—storage becomes a by-product of the ECM solution you have chosen (the storage of the images becomes part of your corporate data backup strategy).
Your out-sourced scanning partner will have many options from recommending an in-house hosted ECM system to fully hosted SaaS/cloud based solutions that maximize functionality while limiting the need for in-house resources and the up-front cost of selecting and purchasing your own system.
Q: What should I do with my hard copies after they’re scanned?
A: It depends on your business compliance requirements. Most of the time, you can destroy your originals after they’ve been converted to digital images and you have completed your quality assurance testing. While it is becoming rarer, there may be legal requirement to keep some hard copies. Your scanning provider can either destroy your records or archive them for you and will have best practices for your industry to help guide you through the process.
Q: I can’t afford to scan all my documents. Are there other scanning options?
A: Yes. A scan on demand service lets you archive your documents offsite in record centre and scan them gradually and only as needed. When you request a file, instead of delivering the paper document to your location, your records storage provider retrieves, preps, scans and sends the digital file to you. The newly-created file image is then encrypted and stored on an ultra-secure server where it’s instantly available for future retrievals.
If you have a question we haven’t answered here, please call us at 1-800-377-3453. We love answering your questions!
FileBank offers document scanning solutions to businesses throughout Canada. For more information about our services, please contact us by phone or complete the form on this page.