filed documents electronically and in filing cabinet

#Filed documents electronically and in filing cabinet how to
#Filed documents electronically and in filing cabinet pdf

Most scanners provide a resolution of 600 pixels per inch (ppi), which is more than adequate for scanning paper documents. One feature you do not have to worry about is resolution.

#Filed documents electronically and in filing cabinet pdf

The ability to create searchable and editable documents from the images or PDF files the scanner creates.The option to scan directly to the cloud or your network.Duplexing so you can scan double-sided documents without having to flip them.An automatic document feeder so you do not have to manually feed each page into the scanner.Other features you might want to consider include: In the long run, it might be better to pay more for a faster scanner if you have many documents to digitize. When buying a scanner, check its scanning speed. Standalone scanners are fairly inexpensive if you do not have a suitable scanning device. For instance, if you have numerous documents to convert but the scanner does not have an automatic document feeder, you probably would not want to use that scanner. So, if you have an all-in-one printer, its scanner may or may not be suitable for your specific needs. Nowadays, all-in-one printers usually include scanners, but the scanners’ features and capabilities vary widely. That way, finding documents will be easier. For example, for customer related documents, you might have each filename include four elements in the following order: customer’s last name, customer’s first name, purpose of file (e.g., contract, proposal), and date (e.g., year, or month and year).

#Filed documents electronically and in filing cabinet how to

Once you determine how to organize your scanned documents, it is important to develop a naming convention for them. It simply needs to make sense for your business. There is no right or wrong way to organize documents. For instance, you could arrange files by customer (e.g., create a separate folder for each customer) or by purpose (e.g., create a folder for all customer contracts, create a folder for all proposals). If you do not have an effective organization scheme, now is the time to develop one. For continuity, you might want to arrange them the same way they are categorized in your file cabinets. However, if your’re not ready for Document Management, you will still need to determine how to organize the scanned documents. Waltz Business Solutions helps businesses manage their documents via online or desktop versions at a competitive price designed to fit most budgets. Document Management frees your business from the headaches of managing paper documents and helps you maximize office productivity. We have selected Waltz Business Solutions to deliver Document Management to our clients. If you do not have a document management system in place, now may be a great time to consider one.

What will the procedure be for scanning new incoming paper documents?.

Once the files are scanned, do you want to shred all the paper copies or keep certain ones (e.g., files with original signatures)?.

Do you want to be able to search or edit the files you scan?.

If you want to convert only some existing documents, which ones (e.g., only files from a certain time period)?.

Do you want to convert all or only some of your existing paper files into electronic files?.

However, there are many questions you will also need to address, such as: With cloud storage, you will obviously need to select a cloud storage service provider to use. You also should make sure that you have the right scanner for the job. Before you start scanning, though, you have to make some important decisions as well as develop certain procedures. Getting your existing paper documents into the cloud requires that you scan them. Your files will be automatically backed up by the cloud storage service provider. Equally important, you do not have to worry about the possibility of having your only copy of a document getting lost or destroyed. Plus, you can access your files from practically anywhere, which is handy if you work out of different offices or need a document while you are on a business trip. Get Your Documents out of the File Cabinet and into the Cloudĭoes your business have numerous file cabinets stuffed with documents, making it hard to find the files you need? If so, you might consider storing your files in the cloud instead.ĭigitally storing your documents will make them easier to find because you can quickly perform searches for them, eliminating the need to physically sift through the files.