It is important to ensure that the scanning methods you are undertaking are the best for your needs. In these difficult financial times cost is always an important consideration and considerable savings can be made by following these simple steps:
1. It’s Black & White
Use black & white images wherever they will suffice. They are far cheaper to produce and the smaller file size helps with storage and handling. A large collection of scanned colour documents will slow down the response of your server and if you use cloud storage will significantly increase the charges.
Keep indexing to a minimum - more search fields means more cost. If you must have additional fields see if the information exists anywhere else. We had a client who wanted six fields of index for each document but during discussions we discovered that they had all the information already on disc. We were able to index one field and import the others - a huge saving.
3. Care for Documents
Promote good care of documents - torn, folded, damaged or riddled with staples will cost you. If you have torn documents instigate an office policy of repairing them using “ Scotch magic clear tape “ or similar, straight away. Never repair using staples as these will not go through the scanner. If the bureau has to do a lot of this repair work it is going to cost.
4. Colour Considerations
Where ever you can, use colours for the backgrounds that stand out from the print when viewed in mono-chrome. That is light backgrounds and dark printing. never write in green pen on red backgrounds, it may look nice but will cause problems for scanners.
Use only light coloured highlighter i.e. pale yellow, as dark shades of green, red or blue will tend to obscure the print they were meant to highlight.
Ensure that an office procedure is in place to prevent multiple copies of a document, or individual pages, being sent for scanning as part of the same file. Another variation of this, much loved by Insurance companies, is the sending of several identical advertising brochures for scanning. On some occasions we have found up to six copies of colour sales brochures from one insurance provider, all exactly the same and in one file.
*** You will note that I have mentioned the putting in place of procedures. It is far easier to do these jobs whilst the documents are in normal daily use than it would be to go through them at the month or year end.
Good habits, not many hands, make light work.
Good Luck and don’t forget to ask for a
Scanning Quote from Pagefree
0800 008 7995