When it’s time to go paperless, a document scanning service can save you time, money and necessary headaches, but only if your scanning and imaging provider is fully vetted. Below, we have prepared several key questions you should ask them:

1. How do I best prepare for a document scanning project?

Preparing for a document imaging project involves a few easy steps. First, decide the scope of your scanning project. Will you need to image your active files, archival documents, or both? Do you have blueprints or other large formats you would like digitized? If you’re a healthcare provider, you may have X-rays that need to be imaged. Second, determine the digital file format for your imaged documents:

  • PDF
  • TIFF
  • CALS
  • PNG
  • JPEG

Third, decide how you’d like your digital files delivered. If you have an Electronic Document Management System (EDMS) like SharePoint, FileNet or OpenText, you may want your files merged directly into that database, or you may prefer to have your images delivered on one of the following media:

  • Portable hard drive
  • DVD
  • USB flash drive

Your document scanning provider will handle everything else for you, from document preparation and data entry to file indexing and optical character recognition (OCR).

2. I have limited office space and a small budget. What’s the most cost-effective imaging solution for me?

A Scan on Demand solution is an economical solution for addressing your office space constraints and digitizing your documents when you need them most. First, your paper records are transferred to a commercial records centre for cost-effective and secure storage. When you need a document, it’s pulled, prepped, scanned and digitally delivered to you in your preferred format using encrypted email or a secure online system.

3. Do you scan non-standard-size documents?

If you’re going paperless, you want all of your documents scanned—not just the standard-size ones. The right document scanning provider has the capacity to scan large and small format documents and everything in between for a turnkey imaging solution.

4. I have books that I would like to preserve digitally. Can they be scanned?

With the right document scanning provider, virtually any type of book or bound material format can be converted to digital images, including:

  • Magazines
  • Newsletters
  • Newspapers

Specialized equipment and technology is used to preserve your book in its original condition, damage-free, while capturing its content in high resolution images. A state-of-the-art digital process removes the curvature of your book pages so the scanned text won’t be warped.

5. My company still has important information on microfilm and microfiche. Is there a way to scan this media?

Some document scanning providers only scan paper documents. Fortunately, some providers are able to convert your microfilm and microfiche to digital images. Superior camera technology is used to produce sharp scanned images with excellent edge definition. A fibre optic light source eliminates the hot spots and uneven edges produced by most microfilm/microfiche scanners. The right document scanning provider will even offer custom indexing, bookmarking and file naming services.

By asking your document scanning and imaging provider the right questions, you can guarantee a paperless solution tailored to your exact needs.

Calgary Archives provides shredding and destruction services for businesses in the City of Calgary and throughout the Province of Alberta. For more information, please contact us by phone or complete the form on this page.

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