How to Prepare Documents for Professional Scanning

Getting your documents ready for professional scanning doesn't have to be complicated. With a little preparation, you can ensure a smooth scanning process, faster turnaround times, and better results. Here's everything you need to know about preparing your documents before sending them to a scanning service.

Step 1: Sort and Organize Your Documents

Before packing anything, take time to organize your documents. Group them by category, date, project, or however you'd like them organized in digital format. This is important because your digital files will typically mirror how you organize the physical documents.

Tips for organizing:

  • Separate documents by type (invoices, contracts, receipts, etc.)
  • Arrange chronologically if date order matters
  • Remove duplicates to avoid unnecessary scanning costs
  • Create a simple numbering or labeling system for different batches

Step 2: Remove Staples, Clips, and Bindings

Metal staples, paper clips, and binder clips can damage scanning equipment and create shadows or marks on your scans. Remove all of these before shipping your documents. If documents need to stay together, use a rubber band or place them in a labeled envelope.

What to remove:

  • Staples (use a staple remover to avoid tearing)
  • Paper clips and binder clips
  • Rubber bands (replace after removing metal fasteners)
  • Sticky notes (unless they contain important information)

Step 3: Flatten Folded or Creased Documents

Folded documents don't scan well and can jam equipment. Carefully unfold any creased papers and flatten them as much as possible. If you have very old or fragile documents, don't force them flat—professional scanning services have equipment to handle delicate materials.

Step 4: Identify Special Handling Needs

Some documents require special attention. Make note of any items that are:

  • Oversized (larger than standard letter or legal size)
  • Fragile or torn
  • Bound in books or ledgers
  • Written in pencil or with fading ink
  • Printed on thermal paper (like old receipts)
  • Confidential or requiring special security

Include a note with your shipment describing these special items so the scanning team can handle them appropriately.

Step 5: Create an Inventory List

For large projects, create a simple inventory of what you're sending. This doesn't need to be detailed—just a general count and description of each batch or box. This helps both you and the scanning service track everything and ensures nothing gets lost.

Example inventory:

  • Box 1: 2020 Tax Documents (approx. 200 pages)
  • Box 2: Employee Files A-M (approx. 500 pages)
  • Box 3: Contracts 2018-2020 (approx. 300 pages)

Step 6: Communicate Your Preferences

Let your scanning service know exactly what you want. Be clear about:

  • File format preferences (PDF, JPEG, TIFF, etc.)
  • Whether you want OCR (searchable text) added
  • How you want files organized and named
  • Resolution requirements (standard vs. high-resolution)
  • Whether originals should be returned or securely destroyed

Step 7: Pack Securely for Shipping

Protect your documents during transit:

  • Use sturdy boxes or containers
  • Don't overfill boxes—documents should fit comfortably
  • Add padding or bubble wrap if needed
  • Seal boxes securely with packing tape
  • Label boxes clearly with your name and contact information
  • Consider insurance for valuable or irreplaceable documents

What NOT to Do

Avoid these common mistakes:

  • Don't send documents in loose piles without organization
  • Don't leave staples or clips attached
  • Don't mix different projects in the same batch without clear separation
  • Don't forget to keep copies of critical documents you might need during the scanning process
  • Don't send original documents you can't afford to lose without discussing insurance options

Ready to Get Started?

At Streamline Scanning, we make the document scanning process easy. We provide detailed preparation guidelines, prepaid shipping labels, and can handle everything from a few dozen pages to thousands of documents. Our team is experienced with all types of materials, including fragile historical documents and oversized blueprints.

Contact us today to discuss your project and receive personalized preparation instructions for your specific needs.

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