Web Design St. Petersburg Website Design JCR Enterprise Inc Internet Marketing Search Engine Optimization Tampa
Web Design Search Engine Optimization Tampa Company JCR Enterprise, Inc image shows JCR Enterprise logo against a backdrop of a high rise buildings in a tree lined corporate business park

  News you can use!  Effective Electronic Document Practices
 
 

Joanne Campolito Roach, President of JCR Enterprise
  Effective Electronic Document Practices

Written By Joanne C. Roach, President JCR Enterprise, Inc.

How is your success rate in transmitting electronic documents to intended recipients of information?!!  Great, good, or mediocre?

Do you email electronic pdf files to recipients only to be informed that they did not go through?

There is always room for improvement so let's take a look at some basic concepts to improve your success rate in creating and transmitting information via electronic and digital means.

An essential and everyday practice in our digital lives includes transmitting documents over the internet.
 
 


Internet Marketing Tampa JCR Enterprise Website Promotion Search Engine Optimization Management Business Consulting Florida


Electronic documents include all types of business contracts, monthly invoices, and newsletters, just to name a few!!

These documents may be transmitted or communicated by email attachments, downloads from internet websites, or loaded onto remote storage devices such as USB drives, etc to be transported to an intended recipient of the information.

1.  To begin with, if you are creating an electronic document using "internet friendly" fonts is an excellent practice.  Some of these fonts include Arial, Verdana, and Tahoma. Using a font that is highly recognized by "digital" machines within the World Wide Web can help that document transmit easily over email or via website download to the intended recipient.

So for example, if you are writing and creating a newsletter or other document  intended for electronic distribution, consider using “internet friendly” fonts.
 
         
  2.  As you are likely aware, converting electronic documents to Adobe pdf files is a widely used standard to transmit documents electronically.  If you create a document in Word (for example) and you email it to a recipient; the recipient may not be able to open the file dependent upon the computer Operating System that they are utilizing.

3.  Oftentimes, we create documents such as business contracts that require a "hand written signature."  This in turn often creates the need to "scan" the document and thereby transmit the hand signature signed Adobe pdf version by email.  This is where file size in MB (in Megabytes) plays an important role.  A good file size limit of 4 Megabytes or smaller is an effective practice if you plan to email a document to an intended recipient.

In working with "all in one" type scanners (copier, fax, scanner), I find that sometimes file sizes can be somewhat robust.  This is OK if I just need to scan a few pages.  For example with high resolution settings and scanning 4 pages for example, I may have a result of a 3 MB pdf file. And that works out just fine in most instances.
______________________________________

There are some occasions, where I need to scan 30 or 40 pages, and in turn email the resultant pdf file to a recipient.  That is where the "dedicated" scanner comes into play.  Machines that scan only, often are designed to produce great resolution in scanned pages (or photos) whilst resulting in small file sizes for the pdf output. I utilize a Canon 2020 DRU scanner and have successfully been able to scan 50 page hand signed documents, with a resultant output pdf file of only 4 MB! 

A key to the above, I have found, lies in the process used, which in turn greatly reduces any scanning errors or disruptions in scanning so many pages at one time!!

For example, I get great quality scans, small file size outputs, and avoid the Canon Scanner "Lock Switch" error when I follow this type of process:

Obviously, any instrument needs to be kept clean as per the user's guide on the Canon Scanner.  In addition, there is a large connector cable (about 8 inches long) on the back of the scanner.  This cable connects the upper lid to the bottom (base) of the scanner.  Notice that there are 2 plastic slotted head screws on the bottom connector of that cable:  Assure over time that those 2 screws remain firmly tightened (do NOT overtighten) using a slotted screw driver. 

Load documents into scanner feeder tray.

Open the Canon “Capture on Touch” software program on computer and do the following:

Select “Scan Job” tab in upper left corner.
3 Icons will appear: Copy, File and Email.
Select “File” of the 3 Icons. Then double click on the “File” Icon.

Then click on Output (drop down box) select “pdf”

Then click on “Scanner Setting” tab and input the following settings:
Black and White (BW)
Letter 8 ½ by 11
Portrait
Simplex
Check off the “deskew” box
600 dpi

Then click on “Apply” in the lower right. And then click on “OK” in the lower right.

This will put you back at the COPY, FILE, and EMAIL tabs. Make sure that the “FILE” icon is selected out of those 3 choices.

Then click on the “Start” button in the lower right of the software dialog box.

The scanner should then scan your document and provide a pdf file saved to your computer.

Joanne Campolito Roach, President of JCR Enterprise, is the sole individual who works with all clients of JCR Enterprise and develops (in their entirety) internet marketing, web design or management business consulting programs.
If you hire JCR Enterprise, you receive a responsive, high quality reputable outcome.
 
 

 
Website Design
Search Engine Optimization
Web Design Portfolio
Client List
Management Business Consulting 
Internet Marketing Brochure
   
Internet Marketing Brochure displays basic understanding of website designa and search engine optimization 
   
Internet Marketing
References and Testimonials
Internet Public Relations
COST EFFECTIVE Web Pages
About JCR Enterprise Inc.
Promotional Publications
Web Design News
Site Map 
Terms of Use
Contact Us
Home
 

JCR Enterprise, Inc.
A Marketing Resource For Internet Business
P.O. Box  1824
Oldsmar, Florida
34677 - 1824
Phone  727.510.9704
website-design-tampa.com
 
Joanne C. Roach
President JCR Enterprise, Inc
on LinkedIn and Facebook:
 
 

 

     
 
 

JCR Enterprise, a Tampa Web Design Company is a member of the Westshore Alliance, logo shown


Website Design Tampa, Search Engine Optimization, and Internet Marketing Services
provided to businesses
 in Tampa Clearwater St. Petersburg Florida
throughout the U. S. and Internationally
JCR Enterprise, a Tampa Web Design Company is Earthlink Value Added Reseller, Earthlink logo shown    
             


Website Design Tampa Search Engine Optimization and Internet Marketing by JCR Enterprise, Inc.

Copyright JCR Enterprise, Inc. and Licensors.   All rights reserved.