It is no secret that every business wants to have the best-scanned documents to present to, either its customers or its offices. There are a few tippers, you need to apply whenever you are scanning a document if you wish to ensure you have the smoothest and best document scan. These tips and tricks are used by the efficient document scanning services.
This article explains eight vital steps you can take towards ensuring you have enhanced smooth scanned documents in your place of business.
- Pick a match
It is crucial that you ensure you have the right scanning device to have the best and smoothest scanning experience. Scanners vary and many come with different features, speeds, and sizes. Some scanners can only manage 10 pages per minute. You will be more interested in the scanner speed and format which translates into the type of document size that your scanner can scan effectively and more smoothly.
- Automatic document reader
The automatic document reader is that tray by the side of your scanner that feeds documents into your scanner. You need to make sure this scanner part is working smoothly so that you do not have to always feed in documents one at a time.
- Ripped pages
Never feed ripped or torn documents into your scanner unless you are looking to end up with a broken-down scanner. Separate the document pages, even if you come across staples. Remove them and neatly arrange the whole documents before you feed them to your scanner.
- Check for metal
Ensure that you have removed all and any pieces of metal in or on the documents before you feed them to your scanners. Remove all paperclips and staples. You may need to have your scanner checked for any repairs, it any metallic item slips through and gets into it. It’s kind of like how you always check your pockets right before you start washing your clothes just to make sure that there are no gums or any other sticky substance that will smear and stick in your pockets later on.
- Fan it out
You should always try to create some space between the documents being fed into your scanner. You can always do this by using your thumb to flip through the documents’ edges to fun the papers. It’s quite simple really; think of it like shuffling and flipping or playing with your deck of cards or when searching through a book. This will eliminate any static electricity between the papers.
- Blank page detection and multi-feeds
This one helps more with your productivity. Most of the newer scanners are designed to detect double feeds and blank page documents which is very effective.
- No batches
You should organize your documents by file type and make it easier to save groups of similar documents in their relevant and specified locations. It is also possible to add batch separator sheets that have barcodes for document scanning. These batches usually help a great deal especially if you have large volumes of documents to scan at once.
- Keep it clean
You need to ensure that your scanner is clean and in good shape even after the whole scanning process is done and ready for the next document scans. Clean off any dirt, smudges, or any accumulated muck from the papers off of the scanner.