5 Mistakes to Avoid When Packing Boxes for Scanning
By: USA IMAGING, Inc.
Packing Smart = Faster Scanning
When preparing documents for a scanning project, how you pack them can make or break your timeline. Proper packing saves time, reduces handling costs, and ensures every page scans cleanly and in the right order.
At USA Imaging, Inc., we’ve scanned millions of pages — and we’ve seen it all: from perfectly packed boxes to “paper puzzles.” The difference between an easy project and a slow one often comes down to just a few simple steps.
Here are the five biggest mistakes to avoid when packing boxes for scanning — and how to make sure your project moves quickly from box to byte.
1. Overstuffing Boxes
Trying to fit every last sheet into one box may feel efficient, but it causes damage, delays, and safety issues. Overstuffed boxes are hard to lift, difficult to unpack, and often lead to bent or torn pages during scanning.
Avoid it by:
Filling boxes only to the top edge — never bulging above it.
Using standard record boxes (10"x12"x15") for easy stacking and uniform handling.
Keeping box weight around 25–30 pounds for safe lifting.
A well-packed box is not just tidy — it’s the first step toward a smooth, accurate scanning project.
2. Mixing Unrelated Files
When multiple departments, years, or file types end up in the same box, it slows down organization and digital indexing.
Avoid it by:
Grouping files by type, year, or department.
Labeling folders clearly — for example, “Leases 2021” or “Invoices Q3–2023.”
Keeping related records together for faster digital organization.
Logical grouping ensures your final digital files are searchable, organized, and mirror your existing structure.
3. Leaving Staples, Clips, and Sticky Notes Everywhere
Metal fasteners are one of the biggest slowdowns in document prep. Staples, clips, and binder rings must be removed before scanning — and sticky notes often cover text or jam the scanner.
Avoid it by:
Removing staples, paper clips, and binder clips whenever possible.
Using paper separators or labeled sheets instead of sticky notes.
Flattening folded corners or creased pages.
But don’t worry — if you don’t have time to remove staples, we’ll do the work for you at no extra cost.
At USA Imaging, document prep is part of our service. We remove bindings, clips, and staples safely and efficiently, ensuring your pages are handled with care and scanned perfectly.
4. Failing to Label Boxes Clearly
A well-labeled box saves hours later in sorting and digital indexing. Missing or unclear labels make it difficult to identify what’s inside and slow down your digital delivery.
Avoid it by:
Labeling boxes on both the top and front sides.
Including project name, department, and sequence (e.g., “Box 4 of 10 – HR 2022”).
Using clear, legible handwriting or printed labels.
Pro Tip: Snap a photo of each labeled box before pickup — it’s a quick way to confirm box order and track your inventory.
5. Packing Files Out of Order
Keeping documents in sequence is crucial — especially for leases, medical records, legal cases, or financial files.
Avoid it by:
Leaving folders in their original filing order.
Using rubber bands or tabs to separate sections.
Marking “Start” and “End” folders in each box for clarity.
Maintaining order ensures your digital structure matches your existing filing system — saving you time and confusion later.
Bonus Tip: We’ll Help You Prep Like a Pro
If you’re unsure how to start, we can provide boxes, labels, and packing guidance — or even pack on-site for you. Our goal is to make your scanning project as efficient as possible from pickup to delivery.
From Paper Chaos to Digital Clarity
Proper packing helps ensure a seamless transition from paper to searchable digital files — with no wasted time, no guesswork, and no hidden fees.
At USA Imaging, Inc., we make the process simple:
✅ Free pickup
✅ Full document prep (including staples & bindings)
✅ High-quality scanning with OCR
✅ Secure online access & USB delivery
Let’s get your records ready for the digital world — quickly and correctly.
📞 Call 858-513-6565
🌐 Visit www.usa-imaging.com
USA Imaging, Inc. — From Boxes to Instant Access.
