Tips for Preparing Documents Before Scanning
By USA IMAGING, Inc.
If you're planning to digitize a large number of paper records, how you prepare your documents before scanning can significantly affect the timeline and cost of the project. The better organized your files are when they arrive at our facility, the faster we can scan and return them—accurately and efficiently.
At USA IMAGING, Inc., we’ve scanned millions of pages for law firms, government offices, healthcare providers, and businesses across San Diego. Here are some expert tips to help you get your documents ready for scanning:
🗂️ 1. Sort by Category or Date
Keep similar document types together—such as invoices, contracts, or client files. Organize by department, client, or year depending on your retention policy or how you plan to retrieve the files later.
Why it helps:
Sorting upfront reduces time spent re-filing digital documents later and improves file naming accuracy.
🧷 2. Remove Staples, Paper Clips & Binders
Paper fasteners are scanning obstacles. Remove all staples, paper clips, rubber bands, binder clips, and documents from folders or binders.
Why it helps:
It prevents scanner jams and ensures each page is fed smoothly and completely.
📝 3. Flatten Pages and Remove Post-it Notes
Unfold any creased or dog-eared corners, and remove sticky notes or tape unless the content on them is essential.
Pro tip:
If sticky note content is important, write it directly on the page or on a blank sheet taped beside it.
📦 4. Label Boxes Clearly
Use box labels or an inventory sheet to indicate:
Box number
Contents or date range
Starting and ending names (if alphabetical)
Department or project name
Why it helps:
This helps us maintain your file order and return your digital files in the same structure—saving time and confusion.
🔄 5. Remove Duplicates & Irrelevant Material
There’s no need to scan blank pages, junk mail, or multiple copies of the same document unless required for recordkeeping.
Why it helps:
Fewer pages = lower cost and less clutter in your digital archive.
📁 6. Communicate Your Filing Structure
Let us know how you'd like your scanned files organized: by folder, by client, by year, etc. This ensures we match your current workflow and make retrieval easy.
🚚 Bonus Tip: Use Standard Banker’s Boxes
Standard file boxes are easier to lift, label, and transport. Please avoid overstuffing or using mismatched containers.
If you're unable to prep documents—such as removing staples or sorting folders—we're happy to do that as part of our service. At USA IMAGING, Inc., we’re here to make your scanning project as seamless as possible. At USA IMAGING, Inc., we’re here to help you every step of the way with scanning, indexing, and secure digital delivery.
📞 Contact us today for a free consultation and let us help you digitize smarter.
