How to Prepare Paper Documents for Secure Digital Scanning: A Step-by-Step Guide

With the growing demand for going digital, more businesses are making the switch from paper to digital document storage. Whether you’re scanning important contracts, client records, or financial documents, preparing your paper files properly can make the digital scanning process smoother and more efficient. At SecurShred, we specialize in making this transition easy and secure. In this guide, we’ll walk you through the simple steps you can follow to prepare your documents for digital scanning.

Step 1: Sort and Organize Your Documents

Before you even think about scanning, take some time to organize your documents. Create categories based on document type, such as invoices, contracts, or customer files. Sorting your documents beforehand will make it easier to label and organize them in your digital filing system later.

Pro Tip: If you’re scanning documents for long-term storage, consider removing any staples, paper clips, or bindings. These items can cause jams in the scanner and slow down the process.

Step 2: Remove Unnecessary Pages

Scanning every single page isn’t always necessary. Review your documents and remove duplicates, drafts, or any outdated paperwork that doesn’t need to be digitized. This will save you time and reduce the amount of digital clutter.

Pro Tip: If your documents contain sensitive information, be sure to securely shred the pages you aren’t scanning.

Step 3: Check Document Condition

Ensure your documents are in good condition before scanning. If any pages are torn, crumpled, or damaged, flatten them as much as possible to prevent issues during the scanning process. Fragile documents may require special handling to ensure they don’t get further damaged.

Pro Tip: For delicate or older documents, consider using protective covers or sleeves when scanning.

Step 4: Label and Organize in Batches

Grouping similar documents together can help you stay organized throughout the scanning process. Create batches of documents based on their categories or intended digital storage folder. This will help you label your digital files accurately once they’re scanned.

Pro Tip: You can label each batch with sticky notes or tags to help keep track of them during scanning.

Step 5: Choose the Right File Format and Resolution

Depending on how you plan to use your digital files, you’ll want to select the appropriate file format and resolution. PDFs are great for text-heavy documents, while JPEG or TIFF formats work well for images or graphics. Choose a higher resolution (300 DPI or above) for important documents that may need to be printed later.

Pro Tip: Opt for OCR (Optical Character Recognition) software during scanning if you want to make your documents searchable by text, saving you time when retrieving important information later.

Step 6: Store Your Digital Files Securely

Once your documents are scanned, it’s crucial to store them securely. Consider encrypting sensitive files or storing them in a secure cloud-based system. At SecurShred, we offer secure digital storage solutions that keep your sensitive information safe, ensuring you meet regulatory requirements for data protection.

Ready to Securely Store Your Documents?

Transitioning from paper to digital doesn’t have to be complicated! By following these steps, you’ll make the document scanning process seamless and ensure your business is well-prepared for the digital age. At SecurShred, we’re here to help with secure storage solutions that fit your needs.

Visit our website and see how easy it is to store your sensitive data with SecurShred!