You probably file multiple records on a daily basis in your Orlando office. You must agree that’s it’s often challenging to find a specific file that you require if your filing system is a manual one considering that the process can be both tiring and time-consuming. Besides, manual filing systems consume a lot of office space.

The good news though is that you don’t have to do things the manual way. Using backfile scanning technology, you can store voluminous files in digital formats. Backfile scanning allows you to search and find the files on demand online and offline. This means faster file accessibility as well as improved document management.

But to ensure that everything goes well, you have to prepare right. But what exactly is document preparation? Well, to put it simply, it involves looking over your documents and getting ready for the scanning process. For inspiration, here are some of the top tips to use:

1. Get Organized

Your backfile scanning Orlando project can only be a success if you decide how you want the files to be categorized. You need to arrange the physical files that are related in piles based on their:

• Size

• Type

• Quality

• Characteristic

You should ensure that they are organized in the manner that you will want to retrieve them.

2. Have a Target

How many files do you plan to scan? How quickly do you want to do it? Answering these questions will help you know:

• The staff number that you need

• The estimated time that you need

3. Remove the Extras

Things like paper clips and staples are not necessary when doing the scanning. So, you should remove them when you stock the files that are to be converted. If you do it before the scanning, you’ll be able to save a considerable amount of time.

4. Pick your DMS

It’s important that you know what Document Management System you want to use in your backfile scanning Orlando. You need to do your homework well to identify the right system.

5. Plan for the Hard Copies

Lastly, you need to decide what you’ll do with the physical files once you scan them. You can choose to destroy them or keep them offsite for future retrieval.

Backfile scanning can help you scan any document type in high volume for easy access and management. However, it requires proper in-house preparation. With the above tips, you can move to a paperless system faster than you expect. Hopefully, you are now one step closer to enjoying a paperless workplace!