Preparing Your Business Documents for Scanning - A Step-by-Step Guide

1 min read
January 9, 2023

Table of contents

Are you looking to outsource your business document scanning?

Whether you’re a small business or a large corporation, it’s important to make sure that the documents you’re sending off to be scanned are properly prepared. After all, if the documents aren’t organized and indexed properly, then it doesn’t matter how good the scan quality is—you won’t be able to find the information you need when you need it.

In this blog post, we’ll outline some essential steps for preparing your business documents for scanning.

Separate & Organize Documents for Scanning 

The first step in preparing your documents for scanning is to separate and organize them. This means segregating different types of documents (e.g., invoices, contracts, employee records) into their own folders and labeling them accordingly. Doing so will help streamline the scanning process and ensure accuracy in indexing and document sorting for later retrieval.

Checklist for Scanning Projects

Once you have your documents organized by type, create a checklist of everything that needs to be done before sending them off to be scanned.

This should include verifying image quality (to eliminate any potential issues with readability), checking file naming conventions (to make sure they can be easily identified later on), and making sure each document has been indexed correctly (so that it can be easily searched and retrieved).

In addition, make sure all necessary signatures are present on each document before sending them off to be scanned.

Metadata & Document Retrieval

Finally, consider adding metadata tags to each document before sending them off.

Metadata tags are pieces of information associated with an individual document that can aid in retrieval later on; they could include things like document type, date created, expiration date, author name etc.

Adding metadata tags will not only make retrieving specific documents easier but also save time during future searches as well.  


All in all, prepping your business documents for scanning is an essential part of ensuring high-quality results from your project.

By following these simple steps — separating & organizing documents by type, creating a checklist, and adding metadata tags — you can rest assured that your scanning project will run smoothly from start to finish!

Looking to scan your documents? Let's get you a quote!