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An accounting business is a great way to make a consistent and easy-to-sustain source of income. However, it can be easy to get confused when scanning files if you don't follow these simple considerations. These ensure your files are safely scanned and organized properly.
Choosing A File Format
There are several different formats an accountant can use when scanning their files. For example, photos of accounting documents can be scanned in the BMP, TIFF, JPG, PNG, or GIF format. There are many benefits of using each format. For example, BMP and TIFF scanned files are more accurate and have less color loss. However, they take up more room on a hard drive than a GIF file.
However, most documents scanned by an accountant are likely to be legal-type documents or word files. For these documents, PDF is a great scanning format. It maintains the document format and can be read on multiple operating systems. They are also fairly small and easy to store without losing any document readability.
Backups Are A Great Idea
When scanning files for a small accounting business, it is a good idea to create both physical and computer-based backups for every file. There are a few reasons for this action. First of all, a physical copy will ensure that it is easy to find one when it is necessary. As a result, it will be easier to sort through accounting items and keep them in order in a simple and streamlined way.
Secondly, a computer-based backup (such as a USB storage system or a cloud-based storage group) will make it easier to access these files quickly. For example, if the computer that stores a majority of an accounting business' scanned files crashes, a backup system ensures that these scans don't disappear into the ether of digital nothingness.
Organizing Everything Easily
Another important task when scanning files for an accounting business is to organize everything in a logical way. There are a few ways to take this step. First of all, the file name should be something that is easy to understand and which makes logical sense. For example, files for a pizza restaurant called "Tony's" could have a file name of "Tony's – September 2017 Debits."
When organizing scanned files and backups in this way, make sure to create folders to sort everything even more efficiently. Searching through scan file names will be an exasperating and frustrating process without a simple and organized system of this type. All the paper and backup versions of scanned files should be saved in a similar way.
These simple tips will help streamline a person's operation of a scanner and make it easier to sort and store a wide range of accounting files. Don't hesitate to try this system or use your own to keep everything in order and easy to access.
Share21 September 2017
