Making an informed business decision means asking the right questions, and considering a document management solution for your organization is no exception. Here are the answers to the most frequently asked questions about software for document management.

1. I already have a desktop scanner. Do I also need document management software?

A desktop scanner or copier is effective for scanning a few documents at a time. But after scanning you still have to label your digital image and assign it to a file folder so it can be easily found. Professional document management software automates the process by offering a comprehensive document management solution. Your scanned documents are labeled, indexed, and even hosted for you.

2. What steps should I take when scanning my documents?

Digitizing your paper documents is more than running them through a scanner. Before scanning, you have to remove the staples and paper clips from your files. Then other important steps should be followed:

  • File indexing
  • Application of Optical Character Recognition (OCR)
  • Digital file encryption
  • Image resolution optimization
  • Image enhancement

Strict quality control measures should be applied at each stage of the scanning process to ensure accuracy and quality. Electronic document management software saves you time by offering specialized imaging and document management expertise.

3. Which file format should I use when saving my scanned documents?

The file format you choose depends on how and where you store your digital images. Document management software can convert your paper records into a variety of file formats that integrate seamlessly with your preferred document management application or electronic content management (ECM) system.

4. What is Optical Character Recognition?

Optical Character Recognition (OCR) is the process of converting your scanned image to fully searchable text. When applied during the scanning process, OCR lets you pinpoint specific information within a document using simple keyword searches.

5. What’s the best way to scan large documents?

Scanning large, non-standard-size documents like blueprints and engineering drawings requires specialized equipment. Rather than spending thousands of dollars on a large-format scanner that you may only use occasionally, save money and time with dependable and efficient document management software.

6. Are there any advantages to scanning documents I will eventually destroy?

It all depends on the activity level of your documents and if they are essential to your daily workflow. If your documents are rarely accessed and need to be destroyed soon, it’s more cost-effective to store them offsite. Software for document management that offers a scan-on-demand solution that saves you money by sending you a digital copy of your document only when you need it.

7. Does it cost more to outsource my document scanning project?

The advantage of outsourcing your document scanning is that your scanning provider can accurately assess the scope and cost of your scanning project. Keep in mind that price is only one consideration; image quality and resolution are also important. To ensure your document images are usable long-term, make sure each page is scanned to the highest quality and resolution the first time. Otherwise, you’ll spend more money in the future having your documents scanned again.

8. How do I know my original documents will stay confidential?

A reputable, locally-owned document scanning provider only uses screened and bonded document scanning technicians. No part of the document scanning and conversion process is outsourced domestically or overseas to a third-party provider. A strict chain of custody is maintained while transporting your original copies, during the scanning process, and during the final delivery of your images.

We hope that answering these common questions will help you determine your priorities and choose the right document management software solution for your business!