Document Scanning

Document scanning converts paper records into digital files so a business can store, find, and use them more easily. Its main functions include:

• Preparing documents: Remove staples, sort pages, and organize batches.
• Scanning pages: Capture clear, complete images of each document.
• Checking quality: Look for missing pages, unreadable text, and pages scanned in the wrong order.
• Naming and indexing files: Add filenames, dates, customer names, or other details that make records searchable.
• Converting text: Use optical character recognition (OCR) when searchable text is needed.
• Storing records: Save files in the correct folders or document management system.
• Protecting information: Control access to sensitive documents and follow the business’s retention procedures.
• Handling originals: File, return, or dispose of paper documents according to company policy.

The goal is to create accurate, readable, and easy-to-find digital records.