Frequently Asked Questions About Document Scanning

Scanning and digitizing documents and important paperwork is a must-do for the modern day business. Trying to keep all of your paperwork in its physical format is just too cumbersome and way too difficult to sort through when you need to find something in a hurry. However, if you are like so many other business owners, company heads, and executives, your specialty is in business management, not computers, and so, document scanning is not something you know much about.

Not to worry, though! Instead of feeling in the dark when you need documents scanned and digitized, you can read this quick list of frequently asked questions about document scanning from the professionals of Acro Photo Print Inc. in New York City. If you have more questions about document scanning, or if you want to arrange a service, please feel free to contact us at (929) 244-4322.

FAQ about document scanning for business owners, law firms, and more:

  • Is file type actually important?
    Yes, file does matter when you have important documents to scan and digitize. Many of our customers need to scan paperwork to be a specific file type based on the preferences or needs of their own clients. If you aren’t sure what file type you need, our professionals can help you pick the right one based on your scanning job’s description.
  • What is a PDF file and why do so many people and companies prefer them?
    A PDF is a Portable Document Format file that was developed by Adobe. It is universally liked by all sorts of businesses, industries, and others who work with computers due to the fact that it can reliably digitize information and display it on most operating systems and hardware. When something is scanned or created as a PDF, the image is broken down to basic binary code, or ones-and-zeroes, which any computer should be able to read. Therefore, the odds of details being lost in conversions from one system to another are very low.
  • What is DPI?
    When scanning paperwork into a digital file, you will run across the term DPI, which means dots per inch. Basically, DPI is how detailed the image will appear after being scanned. The higher the DPI, the more detail there will be.
  • Is a higher DPI always better?
    Not necessarily. High DPI scans can look amazing, but they also require more memory to save and more processing power to load. Trying to email a client a 4GB Word document to discuss their legal case will be problematic, if not impossible due to file size limitations often imposed by email providers. If you just need to scan paperwork with printed text, then you won’t need a high DPI in most cases. On the other hand, if you are scanning an image, a high DPI might be worth it to capture that original image as accurately and clearly as possible.
  • I have a file cabinet full of papers – how many pages does that mean I have to scan?
    The average vertical file filing cabinet can fit about 2,500 pages per drawer, or half a case of paper. Larger and lateral filing cabinets can obviously store much more, though, sometimes up to 6,000 pages per drawer. If you have a vertical four-drawer filing cabinet that is full to the brim, you can expect there to be at least 10,000 pages in there to scan, allowing you to plan accordingly when you book a professional scanning service.

Remember: If you have more questions about document scanning, or if you need to arrange a professional document scanning service for a high quality or high quantity job, please call Acro Photo Print Inc. in New York City at (929) 244-4322.