Practical Scanning and Digital Filing Tips for your Small Business

At last, here’s the practical guide to scanning paper documents and saving digital documents for your small business. Follow these tips and you’ll always have high quality documents just a click away.

Scanning Paper Documents

Use these common scanning tips and fixes to keep your document scanner working at optimal peak performance and producing quality results for storing documents into Info-Organiser.

Skewing tips:

  • Stack and position pages as straight as possible into the feed tray
  • Adjust the side paper guides as required
  • Avoid over filling the document feed tray
  • Use the scanner software autoskew feature to correct any skewing that occurs while scanning

If paper continues to skew, drag or jam then it’s time to change the scanner rollers or service your scanner. Please lodge a Info-Organiser ticket request noting your scanner model and delivery details.

Scan clarity and resolution tips:

Your scan result is only as good as the original document. Poor image quality will result in a less than great result in the final scanned image.

  • Use grayscale or colour setting if black/white scan gets a poor result. Keep in mind docs scanned in grayscale and colour will have higher resolution and use more memory.
  • Most paper documents can be scanned in black/white, grayscale or colour at 300dpi. Increasing dpi to 400, 500 or 600 will increase the clarity of the scanned image.
  • Taking a photocopy of the original document and adjusting brightness on the copier can often give you a better quality copy to scan.
  • Use the scanning software ‘Brighten’ feature to lighten dark scans and adjust clarity of text
  • Scan Archival photos between 600-1200 depending on the quality you want to preserve. Save photos as .PNG files.

Double sided scanning tips:

Save time by using double sided setting for all batch scanning of mixed double and single sided documents.  Set the scanning software to ‘Remove blank pages’ setting to auto remove the reverse side of single sided docs.

Scanner cleaning tips:

Over time, paperdust and fragments can build up inside your scanner.

  • Use a soft cloth and soft alchohol wipes (available from chemists) to gently wipe inside the scanner once a week. Be very careful when wiping the glass area as any damage or scratches you cause to the glass will show as dots or lines on scanned images. Consult the user guide of your scanner model for specific instructions.
  • A soft bristled toothbrush or long handled cotton wool bud is a good option for brushing away any bits of paper, staples or residue that get stuck inside the scanner.
  • Use a soft cloth to wipe dust and fingermarks from outside of scanner at least once a week. Dust build up on the scanner can get onto the paper and affect the scan quality.
  • Invest in a scanning kit of sticky cleaning papers to pick up ink residue from inside your scanner and keep it running smoothly.

Quick Retrieval Filing for Digital Documents

Tips for digital archiving of PDF, Microsoft and other digital documents.

As you file is how you search

Remember whether you are filing paper-based or digital documents, ‘as you file is how you search’.

Quick filing tips:

  • Drag and drop docs into Info-Organiser Auto Takeup to hold docs until indexed
  • Use your preset Indexes for fast tagging of digital documents so you can find docs fast whenever you need them
  • Apart from your preset indexes, other information that gets captured by Info-Organiser includes all the ‘Properties metadata’ on any Windows and PDF document. All properties metadata is tagged to the Info-Organiser search engine to create searchable parameters. Eg: creation date, archive date, versions, who created, etc. (Read more about how correct metadata is essential to fast filing – click here.)

Take the time to care for your info and you’ll benefit from an organised office where your important information is always at your fingertips.