Scanning is the process of converting paper into digital documents. If an organization would like all its official data in electronic form, then it is important to clearly identify the historical documents that need to be scanned as well as future documentation received that would not in electronic form.
The following questions are intended to guide and counsel the client in determining the types of documents and records to scan along with selecting a scanning process.
- Which historical documents should be scanned in?
- What documents that currently are received in paper should be converted to electronic format? Is it possible to request receiving those documents in an electronic format? What is the best process to request that (i.e., online, website, email, phone, etc.)?
- Who in the office can provide on-going scanning support? Are there any employees who should have access to a personal scanner?
- Which documents, once scanned, will need to be retained in their original paper format? Is this noted in the Records Retention policy and guidance?
- Which documents, once scanned, will need to be shredded for confidential purposes?
- Are there any documents in which text recognition is required (OCR)?