1) Remove staples, paper clips, tape, sticky notes.
Some companies will do this for you, but doing it yourself as you’re organizing your documents will save a lot of time. The end goal is to ensure that all pages are separate before you begin scanning. This not only makes it easier and faster to scan each page, but it also ensures that no pages get skipped.
2) Carefully use tape.
The only time tape should be used is when you have items such as plane tickets, receipts, business cards, and other such items that need to be scanned. Tape these items in the middle of a sheet of paper, and only tape them on one side of a sheet of paper – never both sides. But tape both the top and bottom of the item so it does not catch on the scanner as it goes through.
3) Folds? Straighten out the pages.
Information in the folded section of a document will not be scanned, so make sure that all parts of the page that contains valuable information is visible- and bent corners should be taken care of too.
4) Organize and sort your documents.
Arrange every document you’re planning to scan in the order that you would like to have them indexed. By doing this you streamline the process, which will make the entire conversion go a little faster. It’s a lot easier to plan this out ahead of time instead of trying to do it while you’re scanning. That way, you don’t have to re-organize the files once you have everything scanned. Or, as a quick start: scan in this order: Left side of file, Loose section, Right side of file.
5) Do a test run.
Before you start, you need to determine the scanner’s limitations and do a test run to see how long each document takes to scan. Make batches that match the scanner’s limits ahead of time, keeping all of them in the proper order.
While the above steps are common sense, having them in front of you will help streamline your document scanning project by reducing the time it takes to prepare your documents for scanning.