A large document scanning project can feel like a lot to take on, especially the first time around. It’s completely normal to feel unsure about what needs to be done ahead of time or what your role will be once the process begins.
Don’t worry, getting ready for your project is easier than you might think.
A bit of preparation upfront helps the entire process run more smoothly. Knowing how to organize your documents, what to expect before scanning begins, and what can be handled for you takes a lot of the uncertainty out of the equation and makes it easier to move forward with confidence.
Prepare Your Documents For Scanning
Before getting into specific steps, it helps to understand that document preparation is usually much less involved than expected.
This is where many businesses tend to hesitate, but most of the prep work is handled by us as part of the scanning process. Staples are removed, creases are smoothed out, and items like sticky notes or business cards are secured so each page can be scanned properly.
That being said, there are a few things you can do ahead of time that help everything move more efficiently once your project begins.
Categorize and Prioritize
Start by organizing your documents into different categories, such as financial records, legal documents, or employee files. This organization makes it easier to locate specific documents during the scanning process should the need arise, and also ensures that similar documents with comparable requirements are scanned together. Grouping documents in this way allows for a more streamlined and systematic approach to the scanning process.
Prioritizing certain documents based on their urgency or importance is another step you can take to ensure that your most critical information is digitized first. This is useful for documents you are actively working with or need regular access to.
By identifying these high-priority documents, they can be scanned and made available in digital form quickly, ensuring minimal disruption to your daily operations, while helping you take advantage of the benefits gained by digitizing your documents earlier. .
This prioritization not only speeds up access to essential information when needed but also streamlines the overall scanning process, allowing you to focus on current projects without waiting for the entire archive to be digitized.
Create an Inventory
Creating an inventory of your documents, which details the types and quantities, along with any special instructions, can act as a roadmap for your scanning project. This inventory not only gives a clear picture of what’s being digitized but also aids in accurately estimating the scope and resources required for the project.
While creating an inventory can be incredibly beneficial, it’s important to note that it is not mandatory. We conduct a thorough inventory check of all documents both during collection and upon their arrival at our facility. This meticulous approach helps us maintain a well-documented and secure chain of custody.
We use this inventory to meticulously track each document throughout the scanning process, ensuring every page is accounted for and handled according to your needs and our high standards. This dual inventory approach – one by you and the other by us – guarantees precision and security at every step of the document digitization journey.
Identify Sensitive Documents
Taking the time to identify sensitive documents within your archive helps set the direction for the entire scanning process. It allows the right handling procedures, access controls, and security measures to be put in place from the start, so everything is managed in line with applicable privacy requirements.
Different types of records come with different expectations. Medical files, legal documents, and financial records each require specific handling and protection. Recognizing these distinctions early helps ensure your documents are treated appropriately throughout every stage of the project.
With more than 23 years of experience, our team is familiar with the requirements across a wide range of industries. We align our processes with your specific needs, so you don’t have to spend time researching the details or figuring out how everything should be handled.
Our scanning services are designed to support compliance with established data privacy laws, including HIPAA for medical records, FERPA for educational documents, and the Gramm-Leach-Bliley Act and FACTA for financial information.
When sensitive documents are handled correctly from the beginning, the entire process runs more smoothly. The result is a secure, well-managed set of digital records that are easier to access while still meeting the expectations tied to the information they contain.
Our Role In Preparing Your Documents For Scanning
After guiding you through the initial steps of preparing your documents, our team undertakes our own meticulous preparation steps to ensure our facility is ready for the arrival of your documents. This preparation extends beyond the physical handling of documents and encompasses a comprehensive planning phase.
In this phase, we focus on aligning our processes with the specific needs of your project. We ensure that everything, from our operational strategies to our secure storage facilities, is primed to handle your documents with the utmost care and efficiency. This is where our expertise and experience become pivotal in delivering a seamless scanning service tailored to your requirements.
Once your project starts, SecureScan takes over all of the heavy lifting, ensuring a secure, efficient, and high-quality document scanning process.
Pick-Up and Transportation
We handle the collection of your documents, whether they need boxing or retrieving from archives. Our team meticulously packs and inventories your documents, ensuring their safety and a well-documented chain of custody. The documents are then securely transported directly to our facility and stored in our document vault.
Organization Phase
In this phase, we organize your documents according to the project specifications and group like-sized documents for efficient scanning. Each document is carefully tracked, maintaining a detailed record from start to finish.
Document Preparation
We prepare the documents for scanning by flattening creases and making necessary repairs. Sticky notes and odd-sized documents are secured to ensure they are scanned properly. For unique materials like fragile or oversized documents, we use specialized techniques for the best digital reproduction.
Final Pre-Scanning Steps
- Patch Sheets: We use patch sheets to mark the beginning and end of each document, streamlining the organization of the digital files.
- Scanner Calibration: Our scanners are calibrated against your documents to ensure the highest quality scans. We manually review the results of this calibration to guarantee that the final scans are clear and accurate.
- Document Stacking: All documents are carefully stacked and prepared for scanning, ensuring a smooth and efficient process.
By managing all these preparation steps, SecureScan aims to alleviate your workload and save costs. Our comprehensive approach ensures each document is handled with the utmost care and precision, providing you with a hassle-free path to digital document management. With SecureScan, your documents are in expert hands, ensuring clarity, accuracy, and security throughout the scanning process.
Getting Started with Your Scanning Project
At SecureScan, we know that starting a scanning project is a big step. Between the time it takes to get everything organized, concerns about the costs, or uncertainty about where to start, it’s easy to keep putting it off. No matter your level of preparation, our team is ready to help you finally kick your paper to the curb.
That’s why we handle the heavy lifting for you. Our team can take care of the preparation work, removing staples, sorting files, labeling boxes, and organizing documents, so you don’t have to. Whether you’ve already started getting things in order or haven’t touched a single file yet, we’ll meet you where you are and make sure your records are ready for scanning.
To get started, contact us or get a free quote from one of our technicians. We’ll talk through your goals, walk you through the scanning process, and provide clear, upfront information about pricing and document management options that fit your business and budget.
Once you’ve completed your project, check out our article for tips and tricks about what do to after your scanning project is complete.