If you run a business that requires you to scan multiple documents throughout the day, you are going to want to make sure that you are scanning those documents in the most effective manner possible.
Effective document scanning is necessary in order to ensure that your documents come out readable and functional. You don't want to waste time creating sub-par documents. Effective document scanning has to do with the machine you have to scan your documents, as well as the techniques you use when scanning an item.
Tip #1: Keep Your Scanner Clean
If you want your documents to scan effectively, you need to make sure the surface of the scanner is clean. Things such as fingerprints, dust, and other smudges can impact the quality of the scanned document. Use a soft microfiber cloth to clean the surface of the scanner at the start of each day, and be sure to remind employees to avoid touching the actual glass on the scanner.
Tip #2: Use an Automatic Document Reader
If you hand-scan each document that you need to copy or create a digital file of, you are going to be standing in front of the scanner for hours. Instead, invest in a machine with an automatic document reader.
An automatic document reader is a tray on the side of your scanner that you can place items into, and they are then fed through the scanner. You can set-up the reader to work for both single-sided and double-sided documents. This is a real time-saving feature.
Tip #3: Avoid Feeding Ripped Pages
When you place pages on the feeder, make sure the pages are in good shape. Don't put ripped pages on the feeder; they are bound to get stuck as they are fed through your machine, creating a hassle. If you have ripped pages or pages with jagged edges you need to scan, this is the one time where it makes sense to hand-scan these documents in order to prevent a jam in your machine.
Tip #4: Always Remove Metal
Before placing papers on the feeder tray, make sure that there is no metal on the document. Take off all paperclips and remove all staples. You may want to keep a staple remover, which is a small but handy tool, next to your scanner, to make it easier to remove staples from the paper before you put it into the machine. Metal can damage the feeder tray.
Tip #5: Use the Blank Page Detection Feature
Finally, if you don't want any blank or duplicate pages to be copied or turned into a digital file, turn on the blank page detection feature. This feature will eliminate any blank pages from the final product. Some machines have a feature that will also detect when a duplicate page comes through and will remove any duplicate pages from the final product as well.
In order to effectively scan documents, you need a machine with an automatic feeder and ideally a machine with a blank page detection feature. When scanning documents, always remove metal and never feed a damaged page through the machine; these two simple steps will save you from a damaged machine.
For more tips on document scanning, reach out to a local digital imaging service.
