Bulk scanning is a process of converting physical records into digital format. A professional third-party agency typically conducts it with commercial-grade scanners and trained staff to quickly convert large volumes of paper documents.
Digitizing records enables enterprises to save money, time, and space. It also supports data security by creating easily-trackable digital copies and protects valuable hardcopy paper documents from damage.
Hardware
The hardware of a bulk document scanner plays a critical role in its ability to scan documents quickly and efficiently. Therefore, it should withstand long working hours at a high scanning speed and have features to help prevent mechanical failure during the scanning process.
The best bulk document scanners have large ADFs (automatic document feeders) for at least 100 sheets and can digitize documents at a high rate of over one page per second.
Choosing a suitable bulk document scanner can be tricky, so it’s essential to consider your project requirements when shopping around. However, it will ensure you get the best possible value from your investment and the optimum performance for your needs.
Software
The right document scanner software makes bulk scanning easier, faster, and more efficient. These tools enable users to reclaim valuable office space, convert years of paper documents to digital files and ensure information is accessible to anyone anywhere, anytime.
Businesses use bulk document scanning to digitize various records, including medical documents, legal contracts, and HR reports. It saves time, improves accuracy, and reduces the need for physical storage space.
Bulk scanning also eliminates the need for knowledge workers to sift through countless files to find the one they need. Instead, they key in a name or ID number and instantly locate the file they seek from a text-searchable database.
Training
A bulk document scanner quickly and accurately converts large volumes of paper records into text-searchable digital images. The scanned files are then transferred to a secure location where designated employees can access and authorize them.
Managing many paper-based documents can be time-consuming and resource-intensive, particularly for government departments and agencies. Bulk scanning can dramatically reduce these challenges and help improve efficiencies throughout the organization.
The key to a successful bulk document scanning project is document preparation. It includes removing staples, straightening pages, and tapping small items that can jam a scanner or cause unwanted results.
Installation
If you’re looking to scan high volumes of documents, you’ll want a production scanner that can handle heavy-duty work at a fast rate. It should also withstand long periods of use without failing and have reliable drivers for PC and Mac.
Typically, these scanners are paired with Optical Character Recognition (OCR) technology to transform scanned documents into text-based files. As a result, it helps your employees find the information they need quickly and easily.
The initial process involves a consultation with a professional scanning technician to discuss the size of your project, the condition of your documents, and what fields you’d like to extract from them. It ensures the best possible outcome for your needs and your budget.
Support
Document scanners are a great way to turn your business paperless. But they can be complicated to manage, so it makes sense to outsource your bulk scanning needs to an expert agency.
A top-quality bulk document scanning company has a well-defined process to follow and uses a staff trained exclusively for this purpose. It ensures the quality of the scanned documents and complete data security.
Bulk document scanning helps reduce time-consuming manual tasks such as filing papers and labeling them, plus it allows for automated data entry to help further streamline the process. It also allows for easier access to records and documentation by team members.
