Document Scanning Des Moines Archives

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Everything You Ever Wanted to Know About Scanning
October 5, 2021 12:19 am Leave a Comment
If you’ve got scanning questions, we’ve got answers! Here’s everything you ever wanted to know about scanning (and why it’s great news for your business and your budget).

If you’ve got scanning questions, we’ve got answers! Here’s everything you ever wanted to know about scanning (and why it’s great news for your business and your budget).

Scanning FAQs

Although document scanning is a simple solution compared to other tools out there, it does come with some big questions. Here are a few FAQs, answered!

How do you calculate the cost of scanning?

Scanning is a budget-friendly solution, but it doesn’t come with a flat fee. Here are some things to consider when calculating the cost of scanning:
- how many documents you scan,
- how long the process takes,
- whether your employees need scanning training,
- and more.
Every scanning job comes with a different cost–but the good news is that scanning files is much cheaper than trying to store and organize physical documents.

Is scanning secure?

The truth is that scanning is only as secure as your organization is. If you’ve got good security solutions in place–like a document management system, multi-factor authentication for document access, and more–then you’re in the clear!

Can scanned files be edited?

A scanned file’s properties depend on the type of scanner you use. For example, simple scanners only create an image of your document–just like taking a picture–which means you can’t edit your content. Smarter scanners, on the other hand, come with optical character recognition (OCR) that reads typed or handwritten content, translates it into a language computers can understand, and gives you the power to search and edit it.

How do you choose the best scanner?

Choosing the best Canon scanner is a very personal business. Here are some things to keep in mind:
- how often you need to scan,
- how much paper you need to scan,
- how quickly you need to scan,
- what you want to do with your files once they’re digitized,
- what your budget is,
- which existing systems and devices you want to use with your scanner,
- and more.
Conclusion

Scanning may be stress-free and straightforward, but it still poses a few important questions. The important thing to remember is that scanning is budget-friendly, capable of being adapted to your company’s needs, and easy to learn. You’ll be a scanning pro in no time.

Want to learn more about scanning? Contact us today to get started!
Which Industries Need Scanning?
September 9, 2021 2:41 pm Leave a Comment
Scanning is a “one size fits all” solution–not because it is cookie-cutter or otherwise limiting, but because its simplicity allows it to adapt to any industry, any need, and, of course, any company. While scanning fits in everywhere, its benefits are especially accentuated in a few industries–so let’s take a look to see scanning in action!

Scanning is a “one size fits all” solution–not because it is cookie-cutter or otherwise limiting, but because its simplicity allows it to adapt to any industry, any need, and, of course, any company. While scanning fits in everywhere, its benefits are especially accentuated in a few industries–so let’s take a look to see scanning in action!

Scanning Solutions in Action

To understand a business solution, it’s often best to see that solution at work–and document scanners are no exception. Let’s see how scanning benefits a few key industries!

Finance

Financial institutions have a lot of information to handle–and it’s all extremely sensitive. Scanning helps turn stacks of financial data into digital files that are easy to protect with passwords, firewalls, user authentication, and more.

Healthcare

Healthcare organizations value efficiency perhaps more than any other industry, simply because lives are on the line. With scanning solutions, healthcare experts won’t have to waste time hunting for files, printing multiple copies for patients, or distributing notes among medical teams; instead, all this and more can be done with digitized files and a few quick clicks.

Engineering

Engineering is a delicate balance of precision and creativity–the sum of which is ultimate flexibility. Scanning supports engineers by making this flexibility possible–for example, by allowing files to be accessed on the go or utilizing version control to keep track of even the most minor changes.

Conclusion

By seeing scanning in action in a few key industries, we’ve learned what this solution is capable of in any company:
- From finance, we see that scanning prioritizes security. Every business deals with financial information, not to mention personal data, company secrets, and more–so this benefit is a big deal.
- From healthcare, we find proof that scanning can help you save time, streamline workflows, and boost efficiency across your processes–even if lives aren’t on the line.
- From engineering, it’s clear that scanning helps you maintain flexibility no matter where you are or how creative you have to get.
Basically, scanning is a pretty big deal–and it can do all this and more for your business. To see for yourself, contact us today!
Simple Scanning for Small Businesses
August 9, 2021 5:59 pm Leave a Comment
Just because your business is small doesn’t mean your stacks of paper are small too! If you’ve been looking for ways to digitize those documents, but aren’t sure where to begin, you’ve come to the right place. Here’s everything you need to know to keep scanning simple for your small business!

Just because your business is small doesn’t mean your stacks of paper are small too! If you’ve been looking for ways to digitize those documents, but aren’t sure where to begin, you’ve come to the right place. Here’s everything you need to know to keep scanning simple for your small business!

How to Start Scanning

Document Scanning isn’t necessarily difficult, but it can be intimidating. After all, you’ve probably got a lot of documents to scan–which means that organizing, securing, and storing those files could be a lot of work, even once they’re digitized.

Luckily, you don’t have to put scanning off for another day. Instead, roll up your sleeves and get scanning by taking it one step at a time!

Step One: Make a list.

Your first step should always be making a list. Why? Well, the truth is that files are a lot easier to manage when you know what you’re working with–so instead of jumping in blind, make sure you know what you’ve got.

Step Two: Organize.

Now that you have your list, it’s time to organize it. That’s right–you’ll be organized before you even start scanning. This makes it easier to keep those files in line once they’re digitized.

Here are a few ways to organize files:
- by type,
- by date,
- by keywords,
- by content,
- or by frequency of use.
Remember, as you’re organizing, you can shred files you don’t need–that way, you won’t have to waste time scanning them.

Step Three: Assemble your team.

Small businesses can hardly afford the luxury of a dedicated scanning team, but you do have hardworking employees who want to help streamline workflows–so put them to good use. Assemble a team and delegate responsibilities, so no one feels overwhelmed.

Step Four: Take your time.

You’re ready to start scanning! Go ahead and jump in–but remember, you don’t need to do everything at once. Take your time, be savvy, and don’t let the little things slow you down.

Conclusion

Although scanning can be a big job for small businesses, it’s also a worthy one. If you’ve hesitated to begin scanning because you aren’t sure how to jump in, remember to make a list, get organized, assemble a strong team, and, of course, take your time. Soon you’ll be a scanning pro!

Looking for Canon scanners that fit small businesses? We’re here to help. Contact us today!
Is Scanning Right for Remote Workforces?
July 7, 2021 3:58 pm Leave a Comment
From remote workforces to hybrid business models, everyone has found unique ways of adapting to pandemic life. If your company had to get creative due to COVID-19, we have a solution that might make your workdays simpler and more efficient: scanning.

From remote workforces to hybrid business models, everyone has found unique ways of adapting to pandemic life. If your company had to get creative due to COVID-19, we have a solution that might make your workdays simpler and more efficient: scanning.

Why Scanning?

You have plenty of new needs and challenges right now–so why should document scanners be one of the solutions that deserve your attention?

The truth about scanning is that it’s simple yet powerful. Although it creates only a few new steps for you and your teams, it does a whole lot of good for your company, including:
- streamlined processes,
- stronger communication,
- improved document security,
- environmental friendliness,
- more flexible workflows,
- healthier budgets,
- and more.
Scanning could be just what your workforce needs–especially now when every day seems to bring a unique new challenge.

Benefits for Remote Workforces

If your teams are working from home, the chances are high that you feel a little disconnected, disorganized, and stressed. Here’s how scanning can help:
- It keeps things organized.
Working from home can get messy. Scanning, however, allows employees to keep files in the cloud or on their hard drives, limiting the risk of loss or theft of data.
- It makes work simpler.
If your teams are feeling a bit overwhelmed, you’re not alone. Simplifying everyday tasks can make a big difference–which is why scanning is such a powerful solution. (In fact, some systems even have smartphone apps that make scanning as simple as snapping a picture!)
- It’s flexible and versatile.
Whether you want a PDF of your files or would rather have a fully searchable and editable document, there’s a scanner that’s perfect for your needs. Scanning can’t be stopped by a global pandemic–and neither can you.

In conclusion, scanning is an excellent addition to any workflow because it’s simple and powerful–but it’s especially good news for remote workforces. Even when employees are working from the couch, they’ll be able to stay organized, efficient, and in touch with one another.

Is your remote or hybrid workforce looking for new solutions? Contact us to find out if scanning is the right fit!
Scanning and Beyond: The Power of Multifunction
March 13, 2021 2:42 am Leave a Comment
Multifunction printers combine scan, copy, print, and fax capabilities–and in this case, the whole is much more than the sum of its parts! Read on to find out the true power of multifunction, and why it may be the answer to your scanning–and copying, printing, and faxing–needs.

Multifunction printers combine scan, copy, print, and fax capabilities–and in this case, the whole is much more than the sum of its parts! Read on to find out the true power of multifunction, and why it may be the answer to your scanning–and copying, printing, and faxing–needs.

The Best Way to Scan

If you’re looking for reliable, effective, and affordable scanning solutions, you have a few options–but none is quite as promising as a multifunction printer. By combining multiple features in one place, you create opportunities for efficiency and productivity that simply wouldn’t exist otherwise.

For example, with a multifunction printer, you could complete an entire job without once having to leave the machine. Of course, you also save money by having one device in place of four separate ones, meaning you only have to pay 1/4 of the maintenance, supplies, and repairs.

Let’s take a closer look at each function and why they work so well together!

Scanning

Scanning just got a whole lot more impressive. Multifunction printers are powerful, boasting all the latest tech–which means you get OCR, scan-to-email options, and more. Plus, by integrating scanning solutions into your business, you can cut down on paper use and take another step toward a digital workflow.

Copying

Need to make copies quickly and efficiently? A multifunction printer has you covered. Plus, with a variety of settings and features, you can limit waste while getting exactly what you need.

Printing

Printing is still a huge part of the business world, and when you combine it with other functions, it’s better than ever. Take your print jobs to the next level with a multifunction device.

Faxing

By adding fax capabilities to the mix, you cut out unnecessary steps in your workflow and give employees all the tools they need to succeed–right in one place.

Want to learn more about multifunction printers? Looking for other scanning solutions? Contact us today!
Who Can Benefit From Scanning?
February 3, 2021 7:00 am Leave a Comment
No two industries look exactly alike, and that’s what keeps the world turning. However, they do have one interesting thing in common: they can benefit from scanning–if not in all the same ways. Here’s a look at just a few industries where scanning has quickly become the MVP!

No two industries look exactly alike, and that’s what keeps the world turning. However, they do have one interesting thing in common: they can benefit from scanning–if not in all the same ways. Here’s a look at just a few industries where scanning has quickly become the MVP!

One Solution, Countless Industries

There aren’t many business solutions flexible enough to fit any industry. After all, there are so many industries with so many widely varying needs–how could one solution adapt to all of those different environments? Enter document scanning, the new best friend to industries of all shapes and sizes.

To prove that scanning can benefit just about anyone just about anywhere, here are some vastly different industries that have implemented this solution in their own unique ways!

Healthcare

Healthcare may be one of the most demanding and rigorous industries out there, with incredibly high stakes and all kinds of regulations to comply with–but scanning is still a great match.
- Scanning eliminates the need for physical storage of patient records, which saves space for patients, equipment, and personnel.
- Scanned documents are easier to organize, search through, and share with other medical professionals.
- Digital files can be more effectively secured.
Construction

Construction comes with blueprints, sketches, and other irregular documents. Luckily, scanning doesn’t break a sweat.
- Scanned documents are easily accessed from multiple locations, meaning construction experts don’t have to be tied to desks.
- Large documents or unique formats are more easily accessed in digital form than crammed in the passenger seat or dragged along to construction sites.
- Once scanned, files can be managed with version control so that construction experts always have up-to-date information.
Education

Education poses unique challenges, especially when it comes to the budget, but scanning can offer a lot of help.
- Student records can be stored long-term in digital format.
- Scanned records, transcripts, test scores, and more can be quickly and easily shared between educational organizations.
- It’s easier to manage and protect large amounts of student information when it’s all digitized and electronically secured.
Want to learn more about scanning in these industries and countless others? Contact us today!
Scanning Slip-Ups: What Not to Scan
January 6, 2021 7:00 am Leave a Comment
In the digital age of screenshots, copy-paste options, and scanning, the rules about what can be duplicated start to get a little blurry. Here are a few slip-ups to avoid when it comes to scanning!

Staying Savvy

While a document scanning mistake might not seem like such a big deal in a world where security breaches, network failures, and computer crashes exist, the truth is that you get into some sensitive legal territory when you set out to scan something. Certain things can be duplicated safely and legally, but other things, not so much. While it can be tricky to know what to scan and what not to scan, there are a few simple guidelines that can help you out.

Here are some “scanning slip-ups” to avoid in your workplace!

#1: Scanning copyrighted material

If you’re scanning something to avoid buying another copy or purchasing a usage license, you’ve stepped foot into complicated territory. It’s better to turn back so that your company doesn’t end up facing fines–or even a lawsuit. However, keep in mind that some copyrighted material can be used for educational purposes, provided that your use falls within the description of “educational purposes” and the owner of the copyright is allowing their material to be used in that way.

#2: Scanning cash

Non-cash money can be scanned–for example, checks. However, cash doesn’t belong anywhere near a scanner, and it can get you into a lot of trouble.

#3: Scanning government ID

While you’re safe to scan your personal ID, you should shut the scanner when it comes to government or military ID. As it turns out, it’s actually illegal to duplicate this type of identification–so you’re better off sticking to driver’s licenses and passports.

Looking for more scanning wisdom? Want to jump into scanning? Contact us today to get started!
How Do Your Clients Benefit From Scanning?
December 9, 2020 7:00 am Leave a Comment
If you’re interested in adding scanning solutions to your company’s repertoire, you’ve probably read a few things about all the benefits you’re likely to see. However, there’s one perspective that often gets overlooked: your clients’. Let’s find out how scanning benefits you and your customers!

Happy Companies, Happy Clients

Document scanning is simple, affordable, and powerful. Even better, it comes with a long list of benefits for your company–a list so long, in fact, that it’s best to focus on the highlights, like:
- stronger security,
- improved efficiency,
- streamlined workflows,
- better organization,
- and cost savings.
Notice that these benefits have one thing in common: they’re all about you! It’s great that scanning does so many things for your business, but sometimes it’s helpful to look at things from a customer’s perspective.

Here are a few ways your clients will benefit from scanning!

1. Better prices

Scanning helps your company save money on things like document storage, which, in turn, means you can offer more competitive prices for your clients. They’ll appreciate the savings on their end, and you’ll appreciate the savings on yours.

2. Better service

Happy clients are loyal clients! Scanning helps your employees find information faster, respond to issues more efficiently, and create a positive experience every time a customer dials your number or sends you an e-mail.

3. Better understanding

Clients like to know that you’re actively working to understand their needs and goals. By going digital, you’re showing them that you can keep up with a quickly-changing world–not to mention, you’re providing them with a sleek, modern experience.

Want to learn more about scanning and how it benefits you and your customers? Contact us today!
3 Reasons You Need Document Scanning
November 25, 2020 7:00 am Leave a Comment
You’ve probably heard a lot of business solutions claiming that you “need” them–but is that ever really true? Well, when it comes to document scanning, it certainly is true–and today, we’ll find out why.

An Important Choice

When you look at document scanning solutions, you’re not making a throwaway decision that you’ll have forgotten about by lunch. No–what you’re actually facing is an important choice that could influence the future of your company’s communication, efficiency, organization, and budget.

Sound like a lot of pressure? Not to worry–it’s easier than you might think to make this big choice. All you need to do is consider the three reasons you need document scanning.

Reason #1: Your team deserves solid solutions.

You’ve probably got a great team–but at the end of the day, they’re only as good as the solutions you choose for them. Scanning helps them reach their full potential, not by changing what they can do, but by giving them tools–like digital documents and unified document receptacles–to make the most of their talents.

Reason #2: Security is more important than ever.

With security threats evolving by the day, it’s critical to keep your documents safe and sound. Digital documents can easily be organized, stored, and protected in multiple ways so that safety never interferes with efficiency–not to mention paper files come with their own weaknesses, like being vulnerable to floods and fires.

Reason #3: Nobody likes wasted time.

Let’s face it: paper files are frustrating. How much time have you wasted sorting them, searching through them, and shredding them when you’re done? Scanning allows you to eliminate all of that wasted time by creating organized, easy-to-use digital documents that can be whatever you need them to be.

So, do you need document scanning? Contact us today to see what this solution can do for you!
3 Times Scanning Saves the Day
October 1, 2020 6:07 pm Leave a Comment
Document Scanning is a great solution, but some companies aren’t sure when they need to use it. Here are three scenarios where scanning saves the day!

Savvy Scanning

In a world full of complex, pricey business solutions, document scanning is a breath of fresh air. It gives you the flexibility, power, and convenience that you need to achieve your goals–and those goals can be just about anything, from improving communication to creating (and sticking with) organization conventions.

If you want to see what scanning can do, there’s no replacement for seeing it in action. Here are three examples of times when scanning might just save the day!

#1: The Big Move

Let’s say your office is relocating. Whether it’s across the street or the world, you don’t want to be dragging stacks of papers with you wherever you go–but luckily, scanning is here to help. Making your physical files into convenient digital documents and moving your office just got as easy as “copy and paste.”

#2: The File Fiasco

You might not have to use too much imagination to picture this scenario. It’s all too familiar: stacks of records piled up here and there, blocking desks and getting in the way. They’re important files, but you’re not using them immediately, so you don’t know what to do. The good news is that scanning can make those stacks of paper a thing of the past, providing options and tools for long- or short-term file storage depending on your needs.

#3: The Organizer’s Dream

Maybe you’ve been trying for years to get your business organized, but something always comes along to get in your way. With scanning, there are no more excuses. It’s easier than ever to organize digital files by name, date, keyword, and topic–and the best part is that you can search for them digitally instead of hunting through file cabinets!

So, can document scanning save the day for you? Contact us today to find out!