The “Let’s Learn” series helps make navigating document scanning and document management space a little easier so you can get the best solution for your business challenge.
What is document scanning?
Document scanning is the process of capturing paper documents and converting them to a digital format via a document scanner or multi-function printer. Document scanning is also commonly referred to as document conversion or document imaging.
What are my document scanning options?
Typically, companies will take one of the following approaches (or a combination of both) with their scanning initiative:
- Backfile conversion is the process of converting large quantities of paper documents or files that have accumulated over a period of time to electronic files.
- Day-forward scanning is the scanning of documents starting at a specific point in time and continuing to scan all documents received after that point in time on a regular basis.
Once you determine what you want to scan, there are several options on who will be scanning the documents:
- Do-it-yourself (DIY) scanning is when your staff converts paper documents to electronic images using document scanning software and a document scanner at your office.
- Outsourced document scanning is the delegation of non-core operations, such as document scanning, from internal production to an external entity specializing in the management of that operation.
- Hybrid document scanning is a combination of DIY and outsourced scanning.
What kinds of specialty document scanning services are available?
In addition to standard documents, there are a variety of specialty document scanning services that are available. Some of the most common services include:
- Large format scanning is the converting of oversized documents such as engineering drawings, blueprints, circuit drawing, maps and other large format documents into digital images.
- Mailroom scanning is when mail is received directly at a document scanning facility and is opened, prepped, scanned into a digital image and delivered to the intended recipient electronically.
- Non-destructive book scanning is the scanning of bound books using a V-shaped cradle that provides optimal image capture and output clarity of any size or type of book including lab books, research books, vital record books, deed books etc.
Start Scanning Today
Determining what documents you need to scan and choosing the right scanning option are key to a successful document scanning initiative. Also make sure you download our document scanning definition guide as a reference source, which includes the definitions in this post and more, by clicking the button below.Download Our Scanning Guide