4 Simple Ways to Digitize Your Paper Documents
Do you have a lot of paper files on your desk or in your office? Wouldn’t it be great if you could actually clean out the clutter and get organized?
One of the most compelling reasons to convert paper records to electronic files is the time savings. People spend countless hours looking for facts in physical documents. Searching for information becomes much faster and simpler as records are digitized, saving time and effort. Digital records are often much easier to exchange and retrieve on a much larger scale.
If a sudden need occurs, you can access your documents remotely from your mobile device, or e-mail them to people who need to see them right away. There’s no need to wait until you return to your office or wherever you keep your papers.
When your records are digital, you can also keep better track of them. There are different laws and regulations for handling different types of documents, depending on what you deal with. Certain records must be retained indefinitely, while others must be destroyed after a set period of time. You’ll have an easier time keeping track of these various types of information after digitizing paper papers, ensuring that you follow the document preservation policies in place.
Converting all of your hard copy paper documents to digital “soft” copies that can be processed and viewed online is the easiest way to accomplish this mission. Physical records can be conveniently digitized, which has many benefits.
Let’s take a look at some of the best ways to digitize paper documents.
1. Multi-Function Devices
A multi-functional device (MFD) can generate high-quality digitized documents, but it will take some time and effort on your part. If you already have one, it should have a built-in scanner that allows you to scan and digitize paper documents. However, even if your MFD can be sheet-fed automatically, digitizing paper documents is still a time-consuming process. If you have a large number of documents to scan, this method could take a long time. Multi-function systems often tend to jam from time to time, causing irritation and wasted time.
This method can only be used if you have an MFD that can automatically feed paper sheets. This allows you to save a significant amount of time.
2. Desktop Scanners
Another easy, but time-consuming, method of digitizing paper documents is to use a scanner. There are several different types of desktop paper scanners, so pick one that best suits your needs. The sizes of paper the scanner can accommodate, the speed, whether it can scan in color or black and white, resolution choices, and software capabilities are all things to consider. This choice might be a good place to start with document digitization, but it’ll be a big job if you have a lot of papers to go through, or if any of them are odd sizes or types. This isn’t the easiest way to scan documents, but it’ll get you started if you only have a few daily papers to digitize.
If you only have a limited number of paper documents, scanning them with scanning software on your smartphone or tablet is a choice. The Google Drive app, for example, includes OCR software that lets you scan documents and save them to the drive. Other common options include Camscanner and Scanbot. If you don’t know how to digitize documents, this method can be a good option because most apps have very straightforward step-by-step instructions that even novice scanners can follow. However, if you have more than a few things to save, this is not the safest way to search for documents. Scanning a large number of documents takes time and requires a lot of storage space on your laptop.
Only use this method if you only need to digitize a small number of paper documents.
4. Document Imaging Services
For large-scale document scanning projects, this is the best choice. Send your documents to a document imaging company that specializes in this type of work. They will digitize and archive all of your documents using workflow processes and advanced equipment to ensure that they are digitized correctly, quickly, and to the highest possible level. Preparation, scanning, indexing, formatting, uploading to your EDMS, and document shredding are all services that document imaging service providers can provide. This is usually the best choice for digitizing paper records so that you can get the most out of your digital files. In addition, outsourcing is usually less costly, faster, less boring, and more reliable than doing it yourself.
A professional document imaging service is by far the easiest way to digitize documents if you have a large number of valuable documents to save.