A licensed and professional shredding company will provide multiple services, including on-site, off-site, one-time purge, regularly scheduled shredding, and document scanning. These companies also offer scanning services for hard-copy documents on a portable hard drive, CD-ROM, and DVD after converting them to TIFF, JPEG, and PDF JPEG formats.
Why a Shredding Company Advocate Digitizing Documents?
You should not be confused with digitizing documents because it involves scanning them and saving them on devices like computers, laptops, DVDs, and hard drives. This process can provide several benefits, including the following;
- Creating extra storage space
- Accessibility to documents is the easiest.
- Recovering data is effortless.
- The documents are secured.
- Saving the environment with less paper wastage.
A Paper Shredding Company Suggesting Scanning Tips
The document digitizing process involves scanning the written material and then saving it on different computer hardware. You might think of it as the easiest job, but the data should be carefully transferred and destroyed for full privacy protection. The shredding companies will follow these tips for successful document scanning.
Pre-Planning Everything in Advance
The shredding business should prepare in advance for providing the services to the clients. This includes knowledge of the type of business the clients deal with, the quantity of paper shredded, and when the different shredding services will be provided.
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Categorize the Documents
The staff should not start transferring the data haphazardly on a computer or laptop. If this is done, it won’t be easy to sort out the information afterward. Creating multiple folders to save the data will be the wisest step.
Remove all Extra Accessories
The staff of an industrial paper shredder company can remove the paper clips and staples before scanning and even after. The employees will not forget to remove these metal objects because they might not shred in the machine.
Separate the Sticky Notes
The sticky notes might interfere with the scanning because they will roll up from one end. The shredding staff at companies like Infosheild Security will remove these notes and send them back to clients. Confirming the significance of the thing written on the sticky notes is important.
Fix the Torn Documents
The shredding staff might come across damaged pages when scanning documents. Or the paper could be old and delicate that it tears away when turning them. This might happen despite the staff being careful. The ripped pages can be fixed by carefully tapping the pieces together.
Watch Out for Paper Sticking Together
Several papers can often stick to each other because of the static electricity. The papers stuck together could be missed from scanning, so ensure that each paper is separate. The dry air in the office could be an important reason the pages stick together. Another reason is that unused papers for a long time will stick together.
Keep the Machinery Clean
The machines used by a commercial shredding company for scanning and shredding might get dirty, and paper can get stuck. This happens when small paper particles don’t escape the machine. The shredding staff should regularly check the devices before starting the process and clean them weekly.
Let the Professionals Handle Transferring Documents
Many think scanning and transferring data to a hard drive is easy, but converting large documents can become a headache if the procedure is not followed. So, it is best to leave this step to the professionals.
Discarding the Scanned Documents Properly
When the shredding company staff has ensured that the documents have been scanned properly, they should be discarded. The shredded documents are then burned or sent to the recycling yard to be made into other things.
The shredding company should follow these tips for proper document scanning.
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