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Preparatory steps to be taken before document scanning

In the present day business scenarios, document scanning is an unavoidable part. It is quite helpful too, as it remarkably increases the efficiency of the entire work process in the office. Digitalization of all the documental data means that the data is within the easy access of everyone working in the organization. This saves a lot of time and enables the professionals to take up much more workload than before. But in order to attain all these benefits, the scanning process itself has to go well. If the scanning itself has not been done properly, then it will all just be a waste of time. So given below are the initial preparatory steps that one should cover in order to get the scanning done properly.

Knowing what is to be scanned

In your work place there might be hundreds of physical documents. But not everything needs to be scanned and digitalized. Scanning unnecessary documents is just a waste of time. So, first be sure if the document you are trying to scan needs such scanning. Also, you must know how long the document actually is. Sometimes many documents are pinned together and it is easy to make mistakes about where the document to be scanned ends. So mark the area to be scanned beforehand, so that you do not end up leaving anything out. Hence, the first preparatory step in document scanning is to know exactly what is to be scanned and marking those portions out, so that you do not have to check every time you are about to scan.

What format will it are scanned in

The next important preparatory step in document scanning revolves around the format in which the document will be scanned. Now, there are multiple criteria, which affect the quality of the imago scanned. All these criteria need to be chosen before the scanning is initiated. This includes deciding whether the scan will be in greyscale or colour. If the document being scanned is completely textual, then greyscale is the best option. If there are pictures to be scanned, then you should opt for colour scan. Then you have to choose whether you would like the scanned image to be in portrait mode or landscape mode. You also need to pick the format in which the scanned image will be saved. The standard format nowadays is PDF as it is widely compatible with almost every computer system.

Deciding on the index system

The above step takes care of the quality of the image scanned. But, how will the document be named or numbered? For this purpose, you need to decide on a proper indexing system, before you begin the document scanning process. Without a coherent index system, all the scanned images will be jumbled up and hard to locate. Hence, it will not serve any purpose. So, create a proper indexing system and create virtual folders too, before you embark on the document scanning process. Taking these preparatory steps will ensure your scanning procedure’s success.