Service Disabled Veteran Owned Small Business


Parish Morris

Founder & President

Ever struggled with crumpled, unreadable scanned documents? You’re not alone. It’s crucial to properly prepare your papers before scanning them. Don’t know where to start? That’s where we come in! With this step-by-step guide, you’ll learn how to organize, clean and handle your documents effectively for a flawless scanning outcome. Say goodbye to frustrating scan failures and hello to high-quality digital copies of your important documents.

Understanding the Importance of Document Preparation

You’ve got to understand the importance of document preparation before you begin scanning. It’s more than just feeding papers into a machine; it’s about ensuring that each document is correctly prepped for optimal digitization. Document preparation can be tedious, but it’s essential in reaping the full range of document digitization benefits.

First off, start by removing any staples or paperclips and smooth out creases or wrinkles. This simple step makes sure your scans are unobstructed and clear, avoiding potential damage to your documents or scanner.

The next critical step is organizing your documents. Sorting them by type and date will make indexing easier later on. Remember, a well-organized digital file system saves you time when retrieving files.

Now we come to the crucial aspect of paper clutter reduction – one of the major document digitization benefits. By converting physical documents into digital format, not only do you save physical space but also contribute towards an eco-friendlier workspace by reducing paper usage.

Remember – proper document preparation ensures high-quality scans, reduces risk of damaging original documents and allows easy retrieval post-digitization. So don’t skip this vital process! You’re setting yourself up for success in your digitization journey.

Gathering and Organizing Your Documents

In your pursuit of a more organized life, understanding document sorting techniques is key. You’ll get the hang of how to categorize and prioritize important papers, giving you control over your paper trails and making your tasks manageable. Dive into this discussion that’s designed to provide you with practical, knowledgeable insights on effective document preservation and organization methods.

Document Sorting Techniques

Sorting your documents before scanning can drastically cut down on the time it takes to complete the task. Implementing color coding strategies is an effective method of organization that’ll make your life easier.

Consider these three steps:

1. Assign Colors: Assign different colors to specific categories or types of documents.
2. Label Documents: Use colored stickers, markers, or tabs to label each document according to its category.
3. Arrange in Order: Arrange your documents in order based on their assigned colors.

Prioritizing Important Papers

When it comes to prioritizing important papers, it’s crucial that you’re able to identify what needs your attention first. Document Prioritization Criteria are essential tools in this process. By establishing an Importance Hierarchy, you’re creating a roadmap that guides your decision-making process.

Start by assessing the relevance and urgency of each document. Is it critical to ongoing operations? Does it hold sentimental value? Next, consider how frequently you’ll need access to that paper. A document needed daily should outrank one used once a month.

Pre-Scan Cleaning Tips for Your Documents

Before you start scanning, it’s crucial to clean your documents to ensure high-quality images. Dust and other particles can interfere with the scanner’s ability to accurately capture the information on your paper. Utilizing dust removal techniques is a significant first step in this cleaning process.

1. Soft Brushing: Use a soft brush to gently sweep away any loose dust or dirt on your document. Be careful not to apply too much pressure as it might damage the document.

2. Air Duster Spray: This tool uses compressed air to blow dust off without physically touching the document, reducing potential damage.

3. Microfiber Cloth: If your documents have more stubborn stains, lightly rubbing with a microfiber cloth could help remove them.

While performing these actions, wearing protective gear is recommended to safeguard both yourself and your papers from any potential harm – such as gloves for handling delicate or old papers and masks if dealing with excessive dust or moldy documents.

How to Handle Fragile and Old Documents

It’s essential to handle old and fragile documents with extra care to prevent any potential damage. Document preservation methods require patience, precision, and understanding of the document’s fragility. Handling techniques vary depending on the document’s condition.

Firstly, always ensure clean hands when handling such documents. The oils from your fingers can cause irreversible harm. Wear cotton gloves if available.

Next, prepare a clean workspace to lay out your documents. A clutter-free environment reduces the risk of accidental harm.

When you’re ready to move a document, don’t grab it by the corners or edges; these areas are often the most vulnerable to tearing. Instead, use both hands and support as much of the document as possible.

Be cautious with bound documents like books or ledgers. Don’t force them open wider than they naturally fall – this could crack their spine or loosen pages.

Finally, consider using protective sleeves for particularly fragile pieces. These clear plastic covers offer an extra layer of protection without hindering visibility during scanning.

Useful Tools for Document Preparation

You’re about to delve into the vital world of document preparation tools. This discussion will not only show you the essentials, but it’ll explore how efficiency and effectiveness play a crucial role in tool selection. You’ll learn how choosing suitable tools can significantly enhance your document preservation efforts, bringing organization and care to every page you handle.

Essential Document Preparation Tools

Don’t underestimate the importance of having the right tools on hand for document preparation. It’s not just about getting the job done, it’s about doing it efficiently and effectively. As part of your process, consider these steps:
1. Tool Maintenance: Keeping your tools in top condition is crucial. A scanner with a dirty lens won’t produce clear images.
2. Cost Analysis: Investing in high-quality tools might seem pricey initially, but they’ll pay off in the long run through longevity and performance.
3. Usability: Ensure that your chosen tools are user-friendly to maximize productivity.

Tool Efficiency and Effectiveness

Moving on from identifying essential document preparation tools, let’s delve into ensuring tool efficiency and effectiveness. Maintaining peak performance is crucial in your document preservation journey. Regular maintenance routines for your tools are key. They’ll help extend equipment lifespan while preserving the quality of your documents during scanning.

Consider adopting these tool maintenance routines and upgrading equipment strategies:

Maintenance Routine Equipment Upgrade Strategy
Regular cleaning to remove dust or debris Invest in advanced technology with better resolution
Proper storage to prevent damage or wear over time Replace outdated scanners with more efficient models
Timely repair of any faulty parts Adopt software updates for improved functionality

Selecting Suitable Tools

Let’s now shift our focus to selecting suitable tools, a crucial part of the document preparation process. You need to keep tool compatibility and budget considerations in mind.

1. Tool compatibility: Ensure that the tools you select are compatible with your existing systems. It’s no use buying a high-end scanner if it doesn’t work well with your software.

2. Budget considerations: Don’t break the bank on expensive equipment when less costly options might suffice. Analyze your needs carefully before investing.

3. Reliability: Even if a tool is compatible and affordable, it won’t do you any good if it breaks down frequently or produces poor quality scans.

The Scanning Process: What to Expect After Preparation

Once you’ve prepared your documents, you’re ready to start the scanning process. Your first step is choosing the right scanning software options. It’s crucial as it affects the quality of your digitized documents.

There are numerous scanning software options available, and they come with different features. Some offer advanced image enhancement capabilities; others provide optical character recognition (OCR) to convert scanned images into editable text. You’ll want to choose a software that not only suits your needs but also provides excellent scan quality.

Next, consider digital storage solutions for your scanned files. You can opt for cloud-based storage services like Google Drive or Dropbox if easy accessibility from multiple devices is important to you. Alternatively, external hard drives and servers are great if you prefer physical control over your data.

Remember, efficient organization is key in digital storage. Develop a systematic filing system with well-named folders and subfolders so that retrieving files later won’t be a headache.

Frequently Asked Questions

What Types of Scanners Are Best for Different Types of Documents?

For different document types, certain scanners excel. Flatbeds are great for delicate items, while sheet-fed scanners handle stacks well. Remember to maintain your scanner and consider specific document scanner features for best results.

How Can I Ensure That the Scanned Documents Are of High Quality?

To ensure high-quality scans, you’ll want to tweak your resolution settings. Higher resolution captures more detail. Don’t forget to clean your scanner regularly; it’s crucial for maintaining the integrity of your digital archive.

Can I Scan Documents That Are Not in English?

Absolutely, you can scan documents not in English. You’ll just face multilingual scanning challenges. But, don’t worry, language recognition software can help ensure accurate translation and preservation of your non-English documents.

What Are the Best Ways to Store Scanned Documents for Easy Retrieval?

The best ways to store scanned documents include utilizing cloud storage benefits and understanding metadata tagging importance. Organize your files with descriptive names and tags for easy retrieval, while storing safely in the cloud.

How Can I Protect My Scanned Documents From Digital Threats Like Viruses and Hackers?

To protect your scanned documents from digital threats, you should adopt encryption techniques. Use advanced firewalls to block unauthorized access. Remember, it’s crucial to regularly update these security measures for optimal protection.

Brian Huff

Operations Logistics Division

Brian works in the Operations Logistics Division but is also a secondary contact for Services. He is the primary contact for Total Recall, handheld scanners, and barcoding questions or concerns. Brian also manages daily work orders to maintain operations with our Site Operations Coordinators nationwide. Brian is retired from the United States Air Force with 21 years of service. His time in service was spent mainly managing aircraft maintenance and personnel. He has a meticulous eye for quality and is an experienced supervisor and manager. The knowledge and experience gained from his service has ensured an easy transition into the Document Security Solutions team. I plan to grow within Document Security Solutions and master my craft. I am also looking to further my education in both my professional and personal life.

Andrew Mills


Andrew is Document Security Solutions Training and Compliance Specialist. Andrew onboards and trains all new employees to the standards of DSS. If required, he submits for a background check for each particular location. He organizes and plans individual and company training to ensure that all is current on all required training and policies for DSS. He meets quarterly with all Contracting Officer Representative (COR) and Privacy Officers at each location to assist in inspections requirements and Finally, Andrew has honorably served in the U. S. Navy as a Radio Teletype Morse Code Operator and currently Serves in the U.S. Army as the Senior Intelligence Analyst for EUCOM JAC HQ as the Training and Operations Non Commissioned Officer In Charge (NCOIC) since May of 2022. Andrew has also served as the Lead Intel All Source Training NCOIC of the Army Reserve Intelligence Service Center at Fort Gillem, Ga. Andrew has a total of 32 years of service.

Randy McGinnis


Randy has 20 years of experience in the United States Air Force working as a Contracting Officer, Fiscal Budget Planner, Communication Technician, as-well-as leading diverse teams that has provided him with priceless experience in Federal Procurement Strategies that make him an indispensable member of the DSS team.Randy is Document Security Solutions Contract Specialist. Randy develops strategic plans to secure future Government contracts, establishes relationships with Government agencies, and markets our capabilities. Additionally, Randy assists the Capture Team as they source Government contracting opportunities daily establishing contract submission, awards, sources sought, and manage administration to existing contracts.

Lisa Ochoa

Executive Assistant

Lisa provides executive-level support to the Founder and the Chief Operating Officer. She provides additional support to team members to ensure that company goals and objectives are accomplished and that operations run efficiently. Lisa brings 18 years of office experience that is utilized daily by planning and orchestrating work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld.

Latrice Franklin

Business Development Specialist

Latrice Franklin identifies new business opportunities and clients for Document Security Solutions, while developing long term relationships. She uses her craft to develop marketing and sales strategies to help grow the company’s business. Latrice is responsible for coordinating strategies with operations, marketing, and executives to propose new business ideas that can improve revenue margins.

Serene Obak

Invoice Billing Clerk

Serene is part of DSS’ Quality Assurance Team. Serene understands the work others in her division do and how it impacts her own, therefore collaborating to achieve business’ quality standards, she recognized it’s a key quality of team effort.

Serene communicates with our Vendors and Subcontractors requesting Invoices, Service Tickets, and Certificates of Destruction be submitted weekly, her process is to review for accuracy, which in turn ensures we all receive prompt payment.

Nicole Rogers

Service Manager

Nicole handles logistical coordination of all company contracts. Nicole’s prior military experience as an intelligence Analyst brings all the skill set needed to successfully maintain numerous government and local contract organizing personnel, schedules, and material.

Norris "Chuck" Thurmond

Operations Team Member

Chuck served as an Operations Specialist in the United States Navy. He developed a passion for managing, training, planning, and organizing from conducting domestic and global operations for 24 years on active duty. While transitioning to the civilian world as a member of Document Security Solutions operation team, Chuck utilizes the skills and experience gained to oversee the day-to-day scheduling of services and the movement of personnel and material for a rapidly growing company.

Robert “Bobby” Warden

Regional Site Operations Coordinator & Compliance Associate

Bobby is the first Regional Site Operation Coordinator for Document Security Solutions. He oversees the day-to-day operations of the Eastern region. His scope of work includes all things training and compliance working hand in hand with Christal in doing so. Bobby served as an Electronics Technician in the U.S. Navy. He cultivated his leadership and organizational skills by leading thousands of Sailors during his 24 years of active-duty service.

Christal Miller

Training & Compliance Manager

Christal is the Training and Compliance Manager with employees and contractors. The work encompasses handling employee training, badging, and background checks. The goal is to ensure that Document Security Solutions has the most knowledgeable, diligent, and prepared staff possible. Christal’s 22 years in the United States Navy of training and leading hundreds of sailors, is the source of her acquired knowledge and skill to work everyday with the DSS team.

Jack Mussett

Scanning Technician

Jack oversees the scanning department. He applies the best practices to the scanning production process and leverages his skills to help Document Security Solutions expand its service offerings. He brings more than twenty years of corporate experience in the application of document management systems, hybrid systems, and end-user training for the paperless world.

Alisha Carey

Contract Administrator

Alisha is Document Security Solutions inside Contract Manager. Alisha received her contract Management certification at the University of California Irvine. She is responsible for all contract submissions, awards, modifications, and contract closeouts. Additionally, she assists in the development of DSS’s procurement strategy plan for both SDVOSB set aside and GSA procurement. Since joining DSS Alisha has helped the company win 23 awards in just under 2.5 years.

Darryn DiSanto

Capture Manager

Darryn creates strategic plans to secure future government contracts. Darryn builds relationships with government agencies and markets our capabilities. Darryn also leads the Capture Team as they source government contracting opportunities daily. Darryn has 20 years of experience in the United States Air Force working in government acquisition, finance, budget, and accounting as well as leading diverse teams has provided him with keen insights and experience that make him an indispensable member of the DSS team.

Donna-Marie Morris

Chief Operating Officer

Donnamarie Morris Chief Operating Officer (COO) Design and implement business strategies, plans, and procedures, set comprehensive goals for performance and growth, and Establish policies that promote company culture and vision. Oversees our outsourced Human Resources and the daily operations of the company and the work of executives!
Donnamarie Morris oversees Compliance, and Training develops compliance processes and procedures and reviews implemented training, reviews company policies, and advises on possible risks.
Donnamarie’, goal as the Chief Operating Officer (COO) is to manage all aspects of the organization’s plans and to cultivate a culture of performance and continuous improvement.

Parish Morris

Founder & President

Parish served as an Administrative Chief and a Military Recruiter in the United States Marine Corps. He retired after serving twenty faithful and honorable years in the United States Marine Corps. As a civilian, Parish quickly realized that his military skills had prepared him to become a Veteran Entrepreneur. Parish managed to use his leadership skills, professional training, education, and the experiences he had gained from traveling around the world to open a mobile document destruction business in Murrietta, California.

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