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KRM BLOG

Answers to the Most Common Document Scanning Questions

Are you interested in scanning your documents, but need more information before getting started? We’re here to provide the information you need to move forward with confidence. In this blog, we answer the most common document scanning questions.

Q: What should I scan?

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A: There’s no limit to what you can scan, including contracts, invoices, personnel files, and financial records. Let your retention requirements drive your scanning priorities. Inactive documents that will be destroyed within a few years aren’t worth scanning. Instead, store them off-site and digitize them as needed with a Scan on Demand service.

Q: How do I choose a document scanning partner?

A: It’s important to choose a document scanning provider you trust, and who can handle the full scope of your scanning project. They should assess your workflow needs and design a customized scanning solution. Verify their service offerings and ask for client references before starting your project.

Q: Where do I store my electronic documents?

A: After your documents are converted to digital files, they can be stored on a portable hard drive, your server, or in a document management system with secure online access. Before scanning, make sure your scanning partner can offer several customized image storage options that meet your needs.

Q: Should I buy a desktop scanner?

A: Desktop scanners are useful for digitizing paper documents one at a time. But if you have several boxes of files, scanning them with a desktop scanner may take several days or weeks. For large-volume scanning projects, an outsourced document scanning solution is more efficient and cost-effective than scanning in-house.

Q: What is OCR?

A: Optical Character Recognition (OCR) is software that converts scanned images to searchable text. OCR helps you find information within digital files quickly by typing keywords or phrases. 

Q: Can I get rid of my hard copies after scanning?

A: Whether you can get rid of your hard copies after scanning depends on your regulatory compliance obligations. If you are able to destroy the original copies, you should only do so after verifying the quality and readability of your digital images. A qualified document scanning provider will perform quality assurance checks throughout the imaging and conversion process. When you’re confident your information has been captured, use a NAID AAA Certified shredding partner to destroy your originals.

Still have more document scanning questions? For answers, please contact us by phone or complete the form on this page.

Kent Record Management provides records storage and information management services for businesses throughout Michigan.

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"We really enjoyed working with [Kent Record Management] on our shredding project. Your staff were extremely pleasant and very helpful – it was a true pleasure! We were amazed at how fast it went!"

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"Thank you for providing such great customer service. Our documents are very sensitive and I never have to worry about them getting into the wrong hands. Today (a courier) picked up my shred container. He was polite, professional and got the job done quickly. He was also very thorough in making sure that my documents were locked and secure as he took them from our storage to the truck. I was very impressed with his service."

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“MANN+HUMMEL USA INC has been using Kent Records for the storage of a wide variety of business records for more than 10 years. We find the people at Kent Records deliver a high level of customer service. We find them very responsive to our requests and the timely and efficient service has been greatly appreciated. When we request record retrieval, we find the records to be well maintained and in excellent condition. We feel confident that record destruction is being accomplished safely, securely and within the specifications established by our company. We feel confident in the reliability, safety, security, and efficient services provided to us by Kent Records.”

"Our courier from Kent Records is always pleasant and we enjoy seeing him! He also solved my personal shredding problem by selling me two of your shredding bags that I can fill up and deliver to your offices."

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Sparrow Health System