Answers to Common Document Scanning Questions

Document scanning has become essential for Connecticut businesses looking to modernize their operations, but many organizations still have questions about the process. Whether you’re a small practice in Hartford or a large corporation in New Haven, understanding document scanning can help you make informed decisions about your information management strategy.

Let’s address the most frequently asked questions about document scanning services to help you navigate this important business decision.

What Types of Documents Can Be Scanned?

Almost any paper document can be digitized through professional scanning services. This includes standard business documents like contracts, invoices, and correspondence, as well as specialized materials such as blueprints, medical records, and legal files.

However, certain documents require special handling:

• Bound materials like books or ledgers need careful preparation
• Fragile or historical documents require specialized equipment and techniques
• Mixed media files with photographs, carbon copies, or unusual paper sizes need custom approaches

Professional scanning and data conversion services can handle these challenges while ensuring document integrity throughout the process.

How Much Does Document Scanning Cost?

Scanning costs vary significantly based on document volume, complexity, and desired output format. Simple black-and-white text documents cost less than color images or documents requiring OCR (Optical Character Recognition) processing.

Most reputable providers offer transparent pricing based on factors like page count, preparation requirements, and delivery timelines. The key is understanding that while scanning represents an upfront investment, it typically pays for itself through reduced storage costs, improved efficiency, and enhanced accessibility.

What Happens to Original Documents After Scanning?

This question reflects a common concern about document security and compliance. After scanning, you have several options for your original documents. Many businesses choose to store originals in professional records storage facilities for added security and compliance purposes.

Alternatively, documents that have exceeded their legal retention requirements can be securely destroyed. This approach maximizes the space-saving benefits of digitization while maintaining appropriate security protocols.

How Long Does the Scanning Process Take?

Project timelines depend on volume, document condition, and complexity requirements. A small business with a few thousand pages might complete scanning within a week, while larger projects involving hundreds of thousands of documents could take several months.

The most efficient approach involves proper preparation and clear communication with your scanning provider. Professional document management companies can provide realistic timelines based on your specific requirements and help you plan accordingly.

Will Scanned Documents Be Searchable?

Modern scanning services typically include OCR technology that converts images into searchable text. This functionality transforms static document images into fully searchable digital files, dramatically improving information accessibility and retrieval efficiency.

The quality of searchable text depends on original document condition and scanning specifications. Professional providers can recommend the best approach for maximizing searchability while maintaining appropriate file sizes and formats.

Ready to explore document scanning for your Connecticut, Massachusetts, or Rhode Island business? Professional guidance can help you develop a scanning strategy that meets your specific needs while ensuring optimal results.

Call Infoshred at (860) 627-5800 or request a quote today to discuss your document scanning requirements and discover how digitization can transform your information management processes.