Document Scanning

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Document Scanning Tips for Scan Ready Documents

Organizations that make the effort to make their documents scan-ready will reduce the cost and time to complete their scanning project. Preparing the documents for scanning can in fact take the document scanning company more time than the actual scanning. Therefore, planning ahead before the project starts will provide substantial savings. Another benefit is that using best practices in creating your documents can improve the quality of the scans at little additional costs.

Best Practices for Scan-Ready Documents

Staples–Staples can cause damage to the scanner and must be removed before putting the pages into the imaging equipment. Use the least amount of staples as possible, staple removal takes time and the holes cause the scanner to jam. Where possible use large metal binder clips to keep the documents together, these are easier to remove and do not damage the pages.

Highlighters-Do not use highlighters. The highlighted area scans black when dark colors are used. If required use a standard highlighter. Production scanners do have advanced scanning features that make imaging highlighted pages possible. But the use of such setting as color drop-out may reduce the overall quality of the completed scans.

Post-It Notes-Do not file your documents will post-it notes on them. Post-it notes should only be used for temporary notes. This is because the notes block other information or may fall off and be placed on the wrong page or document. Another issue is that dark Post-Its may scan black due to the lack of contrast with the written ink and the background. Try canary yellow Post-it notes should the organization decide to use the notes. This notes pick-up well and the only issue is not to cover information on the original page.

Dark Colored Paper-The document imaging equipment has a hard time properly reading documents that do not have enough contrast between the text and background. Therefore many dark colored pages may scan as black images or get deleted by blank page suppression. The work-around for this involves adjustments to the contrast and brightness or the use of color drop-out or advanced scanning features. These adjustments may reduce the overall quality of the scans. Try using white paper or canary colored paper instead.

Black Pen-Use black pen when signing and writing on documents. The use of pastel colors and pens with fading ink should be avoided. Additionally, date stamps and bate stamps should have enough ink.

Receipts-Long cash register receipts should be taped down on letter sized paper. Long receipts can be cut and placed along side or on additional pages of blank white paper. Do not use staples. This will cause the scanner to jam. Register receipts that have been cut should be numbered. Further, business card and airplane tickets should be taped in the center of letter sized paper, so that; he properly feed in the imaging equipment. Allow at least ½ inch of space between the top of the paper and the receipt. Otherwise the scanner will have feeding problems.

Organizations should inform their staff on these best document scanning practices. As well the organization should make sure that the right office material is purchased. Avoiding the purchase of materials not suited for document scanning can save a lot of issues at the stage when the company decides to move forward with the scanning initiative.

Created21 Dec 2014
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