Digitising documents is a process of converting paper-based documents into digital format. It is a crucial step in modernising your organisation's document management system and making information accessible from anywhere. In this blog post, we will discuss the best practices to follow when digitising documents.
Plan Ahead: Before beginning the digitisation process, it's important to plan ahead. This includes identifying the types of documents you want to digitise, setting a timeline for the project, and determining the resources required, such as equipment and software. In the case of outsourcing, a budget will need to be considered.
Determine Document Quality: The quality of your scanned documents will depend on the quality of the original documents. Before scanning, ensure that your documents are in good condition and free from any damage or deterioration.
Choose the Right Scanning Equipment: The quality of your scanned documents will depend on the equipment you use. Choose high-quality scanning equipment that can produce clear, high-resolution scans. It is widely considered best to scan at 300dpi or higher.
Store Scanned Documents Securely: Once you have digitised your documents, it's important to store them securely. This includes ensuring that the digital copies are stored in a centralised location, protected by secure passwords, and backed up regularly to prevent data loss.
Use OCR Technology: Optical Character Recognition (OCR) technology can be used to convert scanned documents into editable text. This can make it easier to search for information within your digital documents and to extract data for use in other applications.
Organise and Label Your Digital Documents: Organising your digital documents is just as important as organising your paper-based documents. Use meaningful file names and clear labels to help you find the information you need quickly and easily. A simple folder styructure may suffice but for more complx requirements, you may wish to consider document management software.
Implement Document Management Software: Document management software can help you manage your digitised documents more efficiently. Ensure that the software you choose is easy to use and offers features such as version control, access control, and collaboration tools.
Train Your Team: Finally, it's important to train your team on how to use the new document management system. This includes training on the use of scanning equipment, software, and best practices for managing digital documents.
In conclusion, digitising documents is a crucial step in modernising your organisation's document management system. By following the best practices outlined above, you can ensure that your digitised documents are of high quality, secure, and easily accessible. A well-planned and executed digitisation project will improve your organisation's efficiency, reduce the risk of data loss, and make it easier to manage your information.
