In 2011, only 7% of all digital consumer content was stored on the cloud. Yet, by 2016 that same figure is expected to rise over 5 times more, closer to 36%, according to Gartner Technology Research. So why the shift? Are people looking to go paperless, increase accessibility, tighten security, or cut costs? The answer, all of the above.
This first step up the metaphorical ladder to cloud storage is beginning the process of digitizing your documents or files. Although it can be a daunting task to think about when you’re staring at a filing cabinet full of folders, there are certain tricks that can make this process pretty effortless.
First, you need to find a scanner that will help you convert your physical files into digital ones. There are plenty of options out there, so just remember the easier the better. You want to find a scanner that you will actually use, not one that will sit in the box for months on end. In many cases, a desktop scanner can be the best option. They are usually pretty affordable and very easy to install. Here are a few that we recommend:
- Epson WorkForce Pro GT-S50 Document Scanner (PC and Mac Compatible)
- Fujitsu ScanSnap S1500 Instant PDF Multi Sheet-Fed Scanner (Windows Version)
- Fujitsu ScanSnap S1500 Instant PDF Multi Sheet-Fed Scanner (Mac Version)
Once you have found a scanner you like, we suggest that you customize a few settings to optimize the efficiency and quality.
1. Change the color setting to black and white. Sometimes if a scanner is set to color, it will bring over a yellow or orange haze in the background for regular black and white documents. In addition, it will significantly increase the size of the output file, making it much slower to open and upload to the cloud.
2. Set the D.P.I. (Dots Per Inch) to about 300 to 400. This is the is the standard setting for most scanners, but we recommend that you double check. This is another great way to optimize the size of your digital files so that the upload process is quick and reliable.
3. Create a folder on your desktop or hard drive that allows you to upload and locate the files quickly and easily. Often times, people upload and download files to unknown destinations, which can add unnecessary time to the process.
Whether you are emailing your digital documents, storing them on a hard drive, or even uploading them to a virtual data room, you want to ensure that you have the most efficient settings possible for your scanner. These quick tips can help save you precious time and unneeded stress for a process that will cut costs, increase communication, and tighten security for your business.