Digitizing your company’s tangible documents is crucial in today’s fast-paced, digital business world. These physical documents are vital in a company’s operations, financial records, contracts, or team member files. Keeping them in physical form can be slow and inefficient. Fortunately, you can streamline processes, improve organization, and increase access to critical information by digitizing your company’s tangible documents.
In essence, digitized archives are easily searchable and can be accessed from anywhere with internet access. They also take up less space than physical archives and are less likely to be damaged or lost. Plus, digital archives can be easily backed up and protected from data loss, ensuring critical information is always there when needed.
One excellent option for digitizing companies with a high volume of documents is bulk document scanning. This efficient and cost-effective method frees up time and resources for other tasks.
Moreover, if you’re ready to elevate your company’s information management, read on to learn how to digitize your tangible documents.
1. Plan and Organize the Process
The first step in digitizing your company’s tangible documents is figuring out which ones need to be digitized. It could include financial records, contracts, team member files, and other critical documents that play a role in your business operations.
Once you’ve decided on the documents to digitize, it’s time to establish a system for naming and storing digital copies. A well-organized system will make it easier to find specific documents and increase overall efficiency. It might include creating a naming convention for digital files, such as using the document type and date in the file name.
Creating a timeline for completion is also crucial in the planning process. This timeline should consider the number of documents to be digitized and the resources available to complete the task. Breaking the project into smaller, achievable parts and setting deadlines for each part can help keep the project on track and ensure it’s completed on time.
2. Choose the Right Equipment
Selecting the right equipment is an essential aspect of the digitization process. The main piece of equipment you’ll need is a scanner, and there are many options available, such as flatbed scanners and specialized document scanners. Consider factors like speed, resolution, and compatibility with your computer when picking a scanner.
Along with a scanner, you’ll also need a computer to store digitized copies of your documents. A modern computer with enough storage and processing power should be enough for most digitization projects.
Consider using document management software in addition to a scanner and computer. This software can help you organize and manage your digital archive, making it easier to find and access specific documents. When selecting document management software, ensure it’s compatible with your computer and scanner, and think about the volume of documents you’ll be digitizing.
3. Scan the Documents
Scanning the documents is the next step in digitizing your company’s archives. Use a high-resolution setting when scanning to ensure that the digital copies are clear and legible. Scanned documents should be saved in a suitable format, such as PDF or JPG, to ensure they can be easily accessed and shared.
To improve efficiency, consider batch scanning similar documents instead of scanning each one individually. Doing so will save time and ensure a consistent format for your digital archives.
4. Verify the Accuracy
Once the documents have been scanned, verifying their accuracy is crucial. Accurate digital archives are essential for ensuring the security and reliability of critical business information and facilitating effective and efficient access to that information.
In particular, verifying the accuracy of the scanned documents involves checking each for legibility and completeness to ensure that the digital copies accurately represent the original tangible documents.
If any adjustments are necessary, make them at this stage to ensure that the digital archives are complete and accurate. It may include fixing any issues with the scanned image, such as cropping or straightening the document or editing the digital copy to correct any errors.
5. Store the Digital Copies
Another step to take when digitizing your company’s tangible documents is to store the digital copies in a secure location. Doing so ensures that confidential information is protected and not accessible to unauthorized individuals.
A cloud-based document management system is an excellent option for storing digital copies. It offers easy accessibility from anywhere with an internet connection and built-in data protection measures such as backup and disaster recovery options.
In addition to providing easy accessibility, a cloud-based document management system also makes it simple to organize and categorize digital copies for easy searching and retrieval. It can save time and improve efficiency for your business.
Conclusion
Whether for regulatory compliance, improved workflow, or simply better organization, digitizing your company’s tangible documents is an investment in the future success of your business. By doing the steps above, you can ensure that your company’s archives are efficiently managed and protected.
