“Scanning paper documents seems simple, but can turn into a pain very quickly. These tips ensure the process stays simple.
It’s time to scan the documents (and yes, because you can’t hear my inflection or if you don’t remember this 80s gem, that was a reference to the Dunkin’ Donuts commercial).
When it comes to capturing paper documents, there are a few tips on how to prep documents for scanning that can make the process as painless, efficient, and quick as possible, regardless of the type of device you’re using.
The Top Tips for Prepping Documents for Scanning:
1. Pick a Match. Making sure you have the right device is essential for a more enjoyable scanning experience. Capture device options are available in such a wide range of speeds and sizes – from high-speed devices capable of thousands of pages per hour to a small, personal desktop scanner capable of only 10 pages per minute – that it’s easy to give up and simply choose one that appears to fit. A scanner that meets your requirements is ideal. One that is fast enough to finish the job but has some capacity left over for times when you need a little more capacity than usual.
Speed – Choosing the right scanner can be difficult… as can the price. So look for a device that will not take up more of your time than necessary, a “fast enough” device.
Format – What document sizes are you scanning? Do you have a large number of photos, legal-sized documents, or insurance cards to scan? Whatever format you’re scanning, make sure your scanner can handle it.
2. Automatic Document Feeder (ADF). You know that tray on your device where you put your documents to scan, the one that automatically “feeds” them into the scanner? The automatic document feeder is exactly that. Check that it is operational! Unless you’re scanning fragile documents or books, you shouldn’t feed them in one at a time. Drop in any number of documents, from tens to hundreds, and press the button.
3. Ripped Pages. Consider an 18-wheeler slamming on the brakes on a wet road. What will transpire? It’ll most likely jackknife. That is also what will occur if you feed a partially ripped or torn page into your scanner. The last thing you want to do is open the document and remove the torn pieces, assuming you can even reach them. Slow down to go fast. Take the time to collect the ripped pages. A little document prep before scanning can go a long way.
4. Check for Metal. Check for and remove any paper clips and/or staples. Either of these can cause damage to your scanning device and documents, necessitating repair services. If you come across a stapled document, separate the pages; if you don’t, the pages will often stick together. The same idea as checking your pockets before throwing your clothes in the wash to avoid getting melted, smeared gum or ChapStick all over your new jeans..
5. Fan it Out. The paper being scanned may be too “clean” at times, allowing it to double-feed more easily. Make some space and air between the documents by fanning the edge of the stack with your thumb, as you would with a deck of cards or when searching through a book. This should prevent static electricity from causing the pages to “stick” together.
6. Multi-feed/blank page detection. This isn’t technically a document preparation tip, but it does help productivity. The majority of scanners will detect a double feed or blank page, allowing you to locate and rescan the double-fed document.
7. “Batches . . . we do need stinking batches.”* When it comes to document organisation, organise by file type – it’s easier to save groups of documents to the same location. When you have a large volume of documents to scan, you can also add batch separator sheets with barcodes for document scanning – but we’ll save that for another time. You can also group and file or dispose of paper documents in batches more easily.
8. Keep it Clean. You’ll want to make sure the paper is ready, but you’ll also want to make sure the scanner is. Remove any smudges, dirt, or accumulated muck from the scanner’s glass. You should clean as frequently as possible. The more you scan, the more cleaning you should do.
