Digitization projects are critical in this digital era, as they allow for instant sharing of information, and quick retrieval, further facilitating decision-making and efficient collaboration among your employees. Most local scanning companies or office supply stores can wisely handle standard or smaller volumes of documents. Handling large volumes of your business-related documents requires incorporating the latest and specialized scanning equipment. Scanning them is certainly a labor-intensive job.
If you plan to digitize large-format documents, then you need to be aware that it is not as simple as regular scanning. These projects require specialized machines, trained personnel, and additional preparation. To help you get started, we’ve created a simple guide that walks you through everything you need to know.
What Is Large-Volume Document Scanning?
The large-volume or bulk document scanning process involves converting a large number of paper documents into digital files. It is accomplished using high-speed scanners and specialized software that can extract text from images. This process is comparatively faster and easier than scanning each page by hand. It is a perfect option for offices or businesses that want to move their paper files to a computer system.
Best Practices For a Successful Large-Volume Scanning Project
To make your scanning project go smoothly, here are some practices you must follow accordingly :
1. Plan and Organize
Start with a clear plan. Know what type of documents you need to scan, how long it might take, and what you want the end result to look like. Sort out the papers before scanning them. Remove any size of paper clips, staples, or other items that could potentially jam the scanner. A good naming and indexing system for your files will make it easier for your employees to find them later.
2. Set Up a Clean Scanning Area.
Ensure the space where you are about to scan large-sized documents is clean and dust-free. Dust can damage the scanner and ruin the image quality. Good lighting helps avoid shadows and keeps your scans clear and crisp. Also, keep the cleaning supplies readily available nearby to wipe down the scanner glass and rollers often.
3. Know What You’re Scanning
Decide which papers need to be scanned and how to group them. By rightly arranging the scanned documents, it will be easier to search and sort your files later. Choose the right resolution, higher quality for detailed images, and for simple text documents. Decide whether to save them as PDFs, TIFFs, or another file type that best suits your needs.
4. Use the Right Scanning Equipment
Different scanners are better suited for different tasks. Flatbed scanners are ideal for delicate or irregularly sized papers. Sheet-fed scanners are efficient for processing standard documents. Look for features in the scanners, such as double-sided scanning, automatic feeding, and high-quality image output. Ensure the scanning machine you use meets the needs of your large-volume digitization project and can handle your volume.
5. Tweak the Scanner Settings
Before you begin the scanning process, test with the settings. Adjust the brightness, contrast, resolution, and color settings to achieve the best results. You want your images to look good, but not take up too much file space. Try out a few scans first, then settle on the settings that give you the best balance.
While maintaining a lower resolution can be more than enough for standard text-based documents, you still need to find the right resolution that suits your digitization needs. Additionally, ensure the correct file format, such as IFF or PDF, considering your specific needs and compatibility requirements.
6. Use OCR for Searchable Text
Optical Character Recognition (OCR) is a software tool used to convert images of text into actual text, which you can later use to search, copy, and even edit your scanned document. If you want to find information quickly in your digital files, incorporating this feature is a must.
7. Take Advantage of Batch Scanning
If your scanner allows, then use batch scanning. This means scanning multiple pages simultaneously, which saves a significant amount of time. Automated features, including blank page removal and double-feed detection, help streamline the entire scanning process, minimizing the need for manual intervention. These features help expedite the process and minimize errors.
8. Check the Quality Often
Don’t wait until the end to check if every document is scanned correctly. Check as you go. Ensure all pages are clear, complete, and in the correct order. Check with every document to ensure its legibility and quality. Review for any distorted or missing pages. Ensure to double-check for any grammatical errors, typos, or formatting inconsistencies. Catching problems early does save you time.
9. Backup Your Files and Keep Them Safe
Always save copies of your scanned files. Utilize cloud storage, external drives, or secure servers to prevent data loss. Always prioritize data security to protect all your sensitive digital files. You can wisely protect your digital files with passwords, encryption, and regular updates to keep them safe from cyber threats.
10. Decide What to Do with the Paper Copies
Once your files have been scanned, you may discard the paper versions. Shred anything with personal or sensitive information. Ensure you follow any rules or policies regarding document disposal.
What to Do After Scanning?
Once your large-volume digitization project is completed, there are certain things to keep in mind to achieve a smoother transition to digital file management.
Here are two important steps you must follow after the scanning process:
Train Your Team
Switching to digital files can be new for some employees. Even with the most user-friendly digital system, your employees may still find it challenging to manage the process. Provide simple training to help them better understand how to locate, utilize, and manage the new digital files. This helps in avoiding confusion and makes the entire digitization process easier.
Creating a Backup Plan
Even digital files can be lost if something goes wrong. Create a disaster recovery plan that outlines the steps to recover files in the event of a system crash or cyberattack. Always back up all your files regularly so that your business can continue running even when documents go missing or are changed unknowingly by an employee.
Conclusion
Moving to digital files through bulk scanning is a smart move. It helps you save space, protect your sensitive documents, and make your business operations more efficient. By working with a professional scanning company, you are about to avoid potential large-volume scanning mistakes and only focus on what matters most.
Experts possess the tools and skills to handle large volumes of documents quickly, safely, and efficiently. Outsourcing this job can save money in the long run, while giving you peace of mind that everything is handled correctly.
