Tag Archive: document scanning

  1. What to Expect From Document Scanning

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    Don’t you wish every option in life had a handy guidebook–one that would tell you exactly what to expect and how a certain choice could impact you? Well, that may not be realistic in other areas, but the possibilities are endless when it comes to scanning. Here’s your quick guide on what to expect from scanning solutions!

     

    Don’t you wish every option in life had a handy guidebook–one that would tell you exactly what to expect and how a certain choice could impact you? Well, that may not be realistic in other areas, but the possibilities are endless when it comes to scanning. Here’s your quick guide on what to expect from scanning solutions!

    Scanning: Your Simple Guide

    The first thing to know about scanning is that it’s a simple concept, but it’s not always a simple process. That’s because scanning solutions are a little different for every company and can change depending on variables like how many files you need to scan or what your organizational goals are. Luckily, scanning comes with so many benefits that it’s definitely worth taking the time to brush up on all the details.

    Here are a few things to expect from scanning solutions:

    • You’ll rethink your priorities.

    You may be interested in scanning because you want to save space in your office or because you’re hoping to make things easier for your teams. Those things will probably happen–but scanning has so much more to offer that you might find yourself rethinking your priorities. For example, scanning is often the first step in digital transformation; could this be your opportunity to finally start going paperless?

    • You’ll probably want a shredder.

    If you give a business a Canon Scanner, they’ll probably want a shredder to go with it. That’s because it’s common to find documents you don’t want to spend time scanning–but you can’t just throw them away. Naturally, that’s where your shredder will come in handy.

    • You’re going to need a team.

    Depending on how many files you have, the chances are high that scanning will never be a one-person job. Assemble a team of people with a good eye for organization and ask for their help turning physical files into orderly, easy-to-manage digital documents.

    • You can count on almost-endless benefits.

    Scanning is the gift that keeps on giving. Once a document is scanned, you can update, edit, share, or distribute it to your heart’s content–not to mention all the security options your physical files never offered.

    Conclusion

    As you experiment with scanning solutions, you’ll find there’s no single “right” way to get the job done. However, it certainly helps to know what to expect–especially when you’ll need to plan ahead (for example, to choose a shredder or assemble a team).

    Ready to start your scanning journey? Contact us today for all the help you need!

  2. 3 Ways to Use Scanning Solutions

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    It’s easy to hear the word “scanning” and get so distracted by the work itself that you forget why you actually started this journey in the first place. In fact, you’ve probably spent so much time looking for the right machine and crunching numbers that you may have forgotten the fun part–which is deciding how you get to actually use your new scanning solutions. Here are a few ideas to get you started!

     

    It’s easy to hear the word “scanning” and get so distracted by the work itself that you forget why you actually started this journey in the first place. In fact, you’ve probably spent so much time looking for the right machine and crunching numbers that you may have forgotten the fun part–which is deciding how you get to actually use your new scanning solutions. Here are a few ideas to get you started!

    Endless Opportunities with Scanning Solutions

    The truth about scanning is that it’s full of opportunity. Even if you buy a scanner for just one purpose, you’re sure to find more ways of using your new machine down the road. Better yet, scanning is one of those solutions that has real staying power–which means it’s not going “out of style” any time soon (or maybe ever).

    Although the possibilities are just about endless, here are three quick ideas to get the ball rolling:

    • #1: Finally fulfill that New Year’s resolution.

    If you’ve been promising for years that you’ll get organized, scanning is your chance to finally make it happen. After scanning paper documents, you’ll have neat, easy-to-maneuver digital files that can be sorted and searched by title, keyword, date, content, and more.

    • #2: Practice your digital signature.

    You know how your signature never looks the same when you write it digitally? Scanning allows you to work on that by allowing you to scan and send documents for digital signage. It’s fast, efficient, and a good way to make your autograph look fancy.

    • #3: Laugh in the face of paper dangers.

    Scanning allows you to create reliable backups of all your files. That means something like a flood, fire, or even accidental loss can no longer take away your most important data, meaning your documents will always be right where you need them.

    Conclusion

    Scanning opportunities might be virtually endless, but it never hurts to have a place to start. Whether you’re getting organized, giving employees and customers the chance to digitally sign paperwork, or shrugging off potential paper loss like it’s no big deal, scanning is sure to create all kinds of benefits for your business.

    Want to see what scanning can do for you? Contact us today to get started!

  3. Is Scanning the Same as Digitizing?

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    If you’re interested in turning all your physical files into neat, well-organized digital documents, congratulations–you’re on a path that’s sure to deliver all kinds of benefits. However, as you do your research, you’re likely to come across two terms: scanning and digitizing. The truth is that, while often used interchangeably, these terms mean separate things–and knowing the difference is key.

     

    If you’re interested in turning all your physical files into neat, well-organized digital documents, congratulations–you’re on a path that’s sure to deliver all kinds of benefits. However, as you do your research, you’re likely to come across two terms: scanning and digitizing. The truth is that, while often used interchangeably, these terms mean separate things–and knowing the difference is key.

    Scanning

    Scanning has been around for a while now. It’s not exactly old news, but neither is it the biggest, most exciting advancement in the world of office documents.

    Maybe that’s because, as a solution, scanning is a little simplistic. It requires the use of a scanner or multifunction device to get the job done, and from there, it’s just what the name suggests: You put a document or photograph on the machine, and it essentially takes a picture, saving this image to your device.

    Unfortunately, just like any other image, scanned files are a little disappointing. They can’t be edited, searched, or manipulated, and they’re far less functional than many companies need. However, if it’s static images you’re looking for, scanning nonetheless represents an important step forward from physical files.

    Digitizing

    Digitizing is where the real magic happens. It still requires the use of a scanner or multifunction device, but this time, there’s a bit of extra work behind the scenes.

    The machine uses more advanced technology–often, OCR or optical character recognition–to read the text or handwriting on the document. Then, by comparing the figures to a database of shapes, the machine translates the content on the physical file into a digital format–and voila, you have a digitized document that can be edited, searched, and shared to your heart’s content.

    The benefits of digitizing are almost countless and can include:

    • Increased efficiency: When documents are digitized, they’re much easier to access and update as necessary, minimizing wasted time.

    • Better communication: Need a file ASAP? Digitized documents can be shared from just about anywhere, making them the modern worker’s best friend.

    • Reliable security: Physical files are tricky to protect. Once digitized, they can live comfortably behind firewalls, passwords, and other security solutions.

    In conclusion, while scanning and digitizing are both useful solutions, digitizing is often the best path for business needs. However, both require the help of a scanner–so your first step is clear.

    Contact us today to kick off your digitizing (or scanning) journey!

  4. Can Scanning Be Stress-Free?

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    Scanning itself doesn’t often strike fear into a company’s heart–but managing all those physical files certainly can. Luckily, there’s one little secret that can make scanning stress-free, and it may not be what you expect.

     

    Scanning itself doesn’t often strike fear into a company’s heart–but managing all those physical files certainly can. Luckily, there’s one little secret that can make scanning stress-free, and it may not be what you expect.

    Making Scanning Work For You

    Here’s the secret to scanning: It’s all about choosing the perfect scanner for your needs.

    Although scanning is a solid solution, it can become unnecessarily complex if your machine doesn’t offer the right combination of functions and features. With the wrong device in your fleet, all those physical files could quickly become overwhelming–and suddenly, scanning feels like a chore instead of a solution.

    To make scanning stress-free, choose a machine (or machines!) by asking yourself these questions:

    • “Does everyone scan?”

    If you have a few designated scan experts on your team, you can probably make do with a small number of highly efficient devices. However, if everyone loves scanning, you might need to consider more compact models that can fit in each person’s workspace.

    • “How often do we scan?”

    Do you scan all day and all night? (Okay, you probably don’t scan that much.) If your machine is likely to be in constant use, it’s important to choose a model that can hold up to all kinds of wear and tear.

    • “What do we scan?”

    If you’ve got simple scanning needs–as in, your documents are all one-sided, and you’ve never met a paper bigger than 8.5×11″–you may not need all the bells and whistles. However, if you scan oversized, full-color, two-sided, bound, or otherwise-nontraditional files, you might need a machine that can handle a little more work.

    • “Where will our scanned data live?”

    Scanners need to play nice with your other hardware and software. When shopping, look for something that connects to your network and can scan directly to email, cloud storage, or other everyday parts of your workflow.

    Conclusion

    Scanning can be stress-free–but only if you follow a few best practices, like choosing the best device for your needs. Luckily, by asking yourself a few questions like these, you can set your sights on a scanner that could make a big difference in your workflows.

    Ready to see what stress-free scanning can do for you? Need help choosing the perfect machine? Contact us today!

  5. Scanning Tips: Is a Scanner Upgrade Worth It?

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    “Upgrade” can be a scary word, especially when it comes to tried-and-true office equipment. However, the truth is that most things are easier with a faster, smarter, more reliable machine–and scanning is no exception. Read on to decide for yourself whether a Canon scanner upgrade is really worth it!

    Why Upgrade?

    Most companies flinch just thinking about upgrades. They can be expensive, frustrating, and stressful–but the good news is that they don’t have to be, especially when you do your research and choose a machine that is going to help rather than hurt your business.

    When it comes to scanning, this is especially true. Here are a few good reasons to add shiny new scanners to your fleet!

    #1: Cost

    New scanners come with a price tag, but believe it or not, you usually end up paying less for a new machine than you would for maintenance and repairs on your old one. (Plus, when you take advantage of trade-in offers, you can make a deal your budget will thank you for!)

    #2: Compatibility

    Technology is a fast-moving game, and if your hardware can’t keep up, your software is likely to leave it in the dust. Upgraded scanners are compatible with all the latest apps, tools, and solutions, which makes your work life a whole lot easier.

    #3: Security

    Your existing scanner might not be showing its age, but it’s still vulnerable–especially to certain types of digital attacks. Newer machines, on the other hand, come with built-in features to protect your data and your company from the digital bad guys.

    #4: Reliability

    If you feel like you’re minutes away from scanner failure at any given time, an upgrade is probably your best bet. After all, a scanner you can’t count on is no scanner at all!

    #5: Features, features, features

    New machines come with all the bells and whistles–and scanners are no exception. Want optical character recognition, email compatibility, automation, and more? An upgrade is just what you’re looking for.

    So, is a scanner upgrade worth it? Contact us today for help with this and all your scanning needs!

  6. Is Scanning Part of Your Disaster Recovery Plan?

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    Companies of all kinds spend a lot of time worrying about disaster recovery plans–and for a good reason. After all, there’s a lot to worry about, from floods and fires to hackers and malware. The good news, though, is that you can strengthen your disaster recovery plan with a straightforward step: scanning.

    Why Scanning?

    You may be wondering how something as simple as scanning could be so vital to your disaster recovery plan. The truth is that document scanning allows you to improve organization, strengthen security, and create necessary backups in the cloud–all things that would be priceless in case of emergency. Essentially, scanning is an easy way to make your disaster recovery plan stronger and more reliable, all without investing in pricey software or complicated upgrades. Simply take your physical files, run them through the scanner, and digitally organize them. Just like that, you’re well on your way to secure backups and a great disaster recovery plan.

    Here are a few more reasons why scanning might be your company’s new best friend:

    • It’s fast and easy.

    Chances are, you already have a machine capable of scanning paper documents. In fact, many of these scanners can be programmed to scan your files to a specific location. Organization and smooth communication have never been more effortless!

    • It’s budget-friendly.

    Digital workflows are efficient, effective, and a lot cheaper to manage and operate than their paper counterparts. Take, for example, a necessary file for a meeting. If you scanned that file using a Canon scanner, then there would be no need to print a massive stack of copies. Instead, you can save your time and money by emailing it to everyone.

    • It’s a great tool for security.

    Paper files aren’t that safe. They can be lost, destroyed, or stolen–and they’re pricey to keep around. Once they’ve been scanned, though, it’s easy to add passwords and limit access with user authentication. This means that scanning is a great way to keep your company, data, and clients safer than ever.

    Are you ready to make document scanning a part of your disaster recovery plan? Contact us today to get started!

  7. Top Reasons You Need Scanning Solutions

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    By now, you’ve probably heard plenty about scanning solutions and why they’re so great–but do you know what makes them an invaluable part of any business? Here are the top reasons you should consider scanning solutions!

    Achieving Simplicity

    Today’s business solutions are generally powerful, efficient, and budget-friendly–but they aren’t always simple. Scanning, though, doesn’t have that problem. It’s as simple as it sounds–just place your document on the scanner, press the right buttons, and get ready to see instant improvements in communication, security, document storage, and more. Many businesses tend to take scanning for granted because they think it’s too simple to be helpful–but that’s simply not the case.

    Still not convinced? Here are the top reasons why scanning solutions are a great choice for every business!

    • #1: Scanning limits paper reliance.

    Do you ever feel like you rely too much on paper? It can be expensive, inefficient, and unreliable–but scanning solutions help you make the switch to digital documents. That way, you can cut down on paper reliance at your own speed and start enjoying the benefits of easy-to-use, easy-to-organize digital files.

    • #2: Scanning makes security easier.

    You can’t protect your company’s files if they’re all over the place. Scanned files are much easier to manage–and with tools like password protection and access control, you have multiple layers of security at your disposal.

    • #3: Scanning improves disaster recovery plans.

    Whether you’re planning for physical disasters or digital ones, scanning can help you create backups and strengthen disaster recovery plans so that you’re prepared for just about anything.

    • #4: Scanning saves time and money.

    No more hunting for lost documents, no more reprinting, no more frustration–scanning helps you save time and money by introducing simple solutions into your workflow.

    Ready to get started with document scanning solutions? We’re here to help. Contact us today!

    Canon Des Moines

  8. Printer Maintenance Made Simple

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    Printers have evolved from an ordinary piece of office equipment to the ultimate, document sharing machine. Because of how advanced multifunction printers are, they only increase in value, even as offices work with less paper. Since these devices are so critical to the daily workflow of companies like yours, knowing how to maintain these machines to get the optimal longevity out of your equipment is vital.

    This means that taking care of these devices is a must. With a few, easy tips, you can proactively care for your device to get the most out of it. Here are a few maintenance tips for your printer:

    Remove Dust

    Dust and debris are often a significant contributor to a printer’s issues. Instead of using a can of compressed air, it is easy to remove dust using a hand vacuum. A can of compressed air can often blow dust deeper into your printer, which could cause more damage or be more difficult to remove. Read your printer’s manual to see which methods are best for cleaning the ink or toner cartridges.

    Clean the Printer Heads

    If a document comes out with streaks or smudges and your ink is full, there is a good chance your printer heads are clogged with ink or debris. Some models come equipped with a self-cleaning feature to remove debris from the printer heads, and others require you to clean them manually. Consult your manual to see which functions your printer has for self-cleaning.

    Print an Occasional Blank Page

    If you print a blank sheet of paper on occasion, the document will collect any dust or debris throughout your printer, saving you the hassle of finding it on an important print.

    Purchase a Maintenance Kit

    A maintenance kit will give you the tools needed to clean and upkeep the different areas of your printer. These kits come with some different tools and supplies to clean your printer of any dust and debris.

    Ongoing maintenance will keep your printer running smoothly and effectively. These simple steps will save you time and the headache of constant roadblocks because you don’t take care of the printer. To learn more about printer maintenance, contact MMIT Business Solutions Group today!