document preparation

Image by tjtrewin via Flickr

One of the most important parts of any document scanning job happens before the paper even enters the feeder tray.  Document preparation (or “prep”) is where the magic really happens.  The removal of staples, paperclips, rubber bands, as well as the unfolding of creases and dogears, is a time-saving task we perform on a daily basis in our Scanning Department.  Removing any metal from your documents is vital in keeping your scanner in good condition, and taking the time to separate each page after removing a staple will save you a lot of time (and torn pages) once the scanning process is started.

Know your documents!  Take the time to familiarize yourself with the documents you will be scanning.  Most forms and document types follow a predictable pattern.  For example, direct deposit forms usually have a voided check stapled in the middle of the page (where you might not be looking for those sneaky staples).  Once you know what you are working with, you will begin to anticipate potential problems and can take corrective action before the paper even gets to the scanner.

It may seem counter-intuitive at first, but taking the extra time to quickly flip through each page will pay off in the end.  Not only will the scanning process go much faster, but you will also save a lot of wear and tear on your scanner.  All it takes is one staple or paperclip going in the wrong way to completely trash a roller, glass, or belt.  When it comes to your documents, keep the Boy Scouts’ motto in mind – “Be Prepared!” For more information on document imaging or document scanning, visit us at UnityScanningSystems.com.

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TimIlardi

About the author

Tim Ilardi wrote 4 articles on this blog.

Tim graduated from George Mason University in 2004 with a degree in English. Shortly after graduating, he was hired into the Scanning Department at Unity Business Systems, where he worked his way up to his current position of Scanning Services Manager. Outside of the job, he spends as much time as he can with his wife and son, as well as playing bass in his band, Moving Giants.