Although scanning may be one of the quickest, easiest, and most efficient document solutions currently available, that doesn't mean it's not going to take a little work from you. Here's how to make a stress-free document scanning plan!
One thing you need to remember about document scanning is that it can get out of hand if you're not careful. Of course, even low-quality or disorganized scanning is better than no scanning at all--but when you scan files, you're essentially giving yourself a "second chance" to get and keep things in order. Don't waste that second chance by failing to make a good plan--follow these simple steps!
Step #1: Organize
This is the first step because it is, perhaps, the most important one. Getting your documents organized beforehand can save you a lot of heartache in the future. Just make sure you have separate piles for "scan" documents, "store" documents, and "shred" documents (and don't get them mixed up!).
Step #2: Understand the process
Make sure you know what to expect. Do your files need to be prepped in any way before the scanning process begins? How will your documents be ordered once they're scanned, and what technology is being used to capture and index data accurately?
Step #3: Prioritize security
Security is vital through every step in the scanning process. Be sure to consider all your options, from user authentication to password protection.
Step #4: Organize (again)
Now that your files are all digital and easy to save, share, edit, and even delete, it's time to organize them--again. This time, though, you'll be organizing them for long-term use, so remember to use keywords, naming conventions, and sensible structures to keep everything neat and tidy.