Posted in blogs, Digital printing, graphic design, publishing, Uncategorized

The Top 10 Essentials for Scanning Documents

scannerA scannerB

 

The digital age sees movement of paper-based to screen-based documents. Our scanning services have seen more than 250,000 pages go in this direction. So, what are the essentials about this service that you need to know? We offer a few below:

  1. Surpise! Scanning is boring and tedious work. stressed businessmanThat means concentration is crucial if you want the best and fastest results. Not every page is simple black and white text. Some charts and graphs have color-coding, and must be scanned that way or the data is lost!
  2. Good Basics. Even a low-resolution scan will give you great results, because you can enlarge and manipulate the image.
  3. Paper Wrangling. Remember how annoying it is to copy a wrinkled original?
    english bulldog surrounded by pink feathers
    Got Wrinkles?

    Well, the same is true for scanning at high speeds. Poor originals mean poor scans, but at least the scan won’t degrade the same as paper.

  4.  Do it now. Planning to scan your paper records? Don’t wait! With each passing day, your paper files deteriorate; paper clips rust, rubber bands turn to glue and the paper yellows.
  5.  Media Expiration. First there were floppy disks, then magnetic tape, then CD’s, then DVD’s, then thumb-drives, then cloud computing. Who knows what’s next? Be prepared. Convert paper to digital then keep current with the latest method for file storage.
  6.   File Management. Almost as boring as scanning thousands of pages, but just as important. Organize your files as you would your file cabinet, if that’s what comforts you. Label and date each PDF or groups of PDF’s. A file scanned and saved that is impossible to find is really data lost!
  7. Back up Your Back up. Test your back up media, then shred the paper.
  8. Store your data safely. Keep your disks, thumb-drives, DVD’s, etc away from heat, light, magnetic influence, water and chemicals. If your data is in the cloud, retrieve and test it regularly.Clouds and Green Field
  9.    Scan Schedule. Plan to scan on a certain date or when paper files reach a pre-set size.
  10.   Enjoy! Open your file drawers with ease. Send digital copies by e-mail or ftp. Then, relax. (We have a free file transfer system, as well: Send BIG files! )

 

Ok. You are ready to scan, but what about the cost?

Over the past few years, we’ve found some interesting short cuts and money saving tips to take the pain out of the scan.

Size Doesn’t Matter. Taking odd size items, like maps, receipts, notes and the like and arranging them together on the scanner results in one image. HandNoteNo need to paginate them, correct?

Two for One. Our scanners will auto feed up to 11”x17” converting two 8.5×11 pages into one scan.

Scan as You Go. We scan in blocks of a few hours, then organize the files, copy onto storage media and test. ThumbdriveEasy to stop and resume.

Bad Scan/Good Scan. Sometimes the paper original is in deplorable condition. If so, we crank up the scanner to 600 dpi or more. The image will show every blemish, wrinkle and color. Sometimes the text or image is so light, it cannot be read. In that case, we lower the dpi and increase the contrast, thus eliminating the background and amplifying the image.

PaperClipPaper Slow, Scan Fast. As in paper copies, scanning is delayed by the condition of the originals. Removing paper clips, staples, folds, wrinkles, binders, clamps, plastic covers, etc, all add to the cost of scanning.

 

 

 

High-Volume Pricing. stock investmentAs with printing and copying, scanning has economy of scale, that is, the more we scan, the lower the rate.

 

Thanks for scanning this article!

Ray

Capitol-Copy.com

Ray
Ray
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