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Getting Started with Scanning

scanning documents

There are a wide variety of reliable scanning solutions available for business use. Deciding which equipment to lease or purchase will depend on your company's unique mix of requirements.

Scanning Basics

The technology behind document scanning is relatively complicated, but as an end-user, you won't need to know much about the magic behind the process. In basic terms, scanning is a process that turns paper documents into digital formats. Scanning solutions may also include features to capture incoming digital files. The primary objective for acquiring scanning solutions for your business is to switch from paper to an electronic document management system. Here's how to get started.

Determine your volume requirements.

Dedicated scanning solutions are available for high-volume requirements, but for many organizations, a multifunction system that combines scanning with print, copy, and fax features is a good choice. Meet with your equipment provider for help determining the type of scanning solutions you'll need.

Indexing and destinations.

Indexing allows users to locate documents after they've been scanned. The two basic systems include keyword and full-text indexing. In keyword systems, users enter a name, file type, date or other metadata that makes sense for their objectives. Full-text scanning searches the entire text of a document to find the required information. Users can route scanned documents to email, storage solutions like document management or online document storage services, or to workflows.

Smoother Scanning

When preparing your documents for scanning, remove staples and notes and remember to patch torn areas. Fragile or oddly-sized items should be scanned one at a time on the scanner bed. Whatever mix of scanning solutions you ultimately choose, be sure they're up to the demands you'll be placing upon them.

Get in touch with us at CPC Office Technologies for a closer look at our scanning solutions today!