Using a document scanning company to help your organization make its information more accessible can be a major boost. The process, however, involves some effort, and it's also a good idea to do some preparation. Before you get started, these are the things you need know.
Have Your Data Storage Ready
When the high-speed document scanning process gets rolling, it tends to generate a ton of digital documents. Most firms that offer high-speed digital scanning also provide some sort of locally-based or cloud-based storage option for the documents. You may want to have your own on-site solution, though. If you go that route, make a point to see that your data infrastructure will be ready to store the number of documents that'll be produced. It's also a good idea to have some sort of backup solution in place.
If you're intent on making scanned documents publicly available, you'll need to have a server configured for the public-facing documents. There may also be call for setting up a separate system for more privileged items.
Physical Storage May Still Matter
Depending on the document retention rules for your industry and within your company, you may still need to have a real-world storage solution set up, too. In many legal cases, for example, document scanning is often not considered good enough. You may be required to produce the originals, if at all possible.
This means that your digital scanning system needs to correspond to the physical storage system. An index has to be developed to ensure that someone can go into the database, hunt for a document, and then find the location of the physical copy.
Understanding Digital File Formats
Maximizing digital storage space while ensuring you also attain peak image quality is a balancing act. To achieve your goals, you need to understand how digital file formats impact storage. For example, JPEG copies allow you to make the most of your available storage, but they also may lead to a level of degradation through digital compression that renders parts of documents illegible. A high-quality format like TIFF, though, may make it nearly impossible to store all your digital copies due to its generally large file size.
You need to have a detailed conversation with the folks doing your document scanning work. Be clear about what your priorities are. If you require higher quality scans, be prepared to pay extra. For more information, contact a company like Indigital Inc today.