Wednesday, 8 January 2014

How to set up a document scanning system?


Have you ever thought about digitizing your documents? If not, let’s do something new this year. Digitizing your document is the easiest way to manage papers coming to your desk. Scanning process is a complex one that requires solid hardware and storage capability. Here in this tutorial, we are telling you ways to make scanning painless. 


1. Firstly, choose the right hardware. There are so many devices that can offer you scanning in the same framework as a color printer, copier, etc. Select the best scanner for your scanning task. Also, choose the scanning speed so that you can perform your task fast. For this purpose, Lexmark OfficeEdge Pro5500 can be your choice that scans up to 10 single-sided color pages per minute. Another option you have is Neat’s NeatDesk or Fujitsu’s ScanSnap that can make scanning task easy. For users that are on the go, they can use mobile solutions like Brother ImageCenter ADS-1500W.

2. Along with options offered by hardware devices for scanning, there are number of software programs that can be used for scanning. You can easily scan directly from the operating system. There are also plenty of mobile scanning apps. After considering what you want, you can choose accordingly.

3. Recently, the cloud service is also included in the scanning software and hardware so that you can save those documents in cloud. Now, send your document directly from scanner to the cloud service of your choice. You have several choices like Fujitsu ScanSnap that can send documents to SugarSync, Evernote, Google Drive and to other cloud storage services. For weaning you from local storage, services like SimpleScan and Finovera are here.

4. After scanning your important stuff, tag them and archive them in proper place. You should keep your files with appropriate names so that you can easily find them later. You can use OCR to see that contents of each file are archived and searchable.

5. Last but not the least; manage all the papers coming to your desk frequently. Perform the task of scanning once or twice a week.
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