Document scanning involves a series of processes which must be carried out diligently if the best quality images are to be produced.
First of all documents which are to be scanned must be prepared by removing staples, paperclips and post it notes. Failure to do this can cause significant damage to scanners which can be costly to repair.
Secondly the correct scanner must be selected to suit the type of paperwork which is to be scanned. An ADF (automatic document feeder) scanner can be used for good quality high volume paper but a flatbed scanner would be required for more fragile documents or booklets which cannot be disassembled. The correct scanner settings must also be used in order to optimise the clarity of the images.
The next stage in document scanning is to index the images so that they can be retrieved. This can either be done manually by finding the references on the documents or by using a CSV file which has been extracted from a relevant IT system. Indexing must be done with great care as inaccurate or misspelt references will result in documents not being found within the system.
Once the images and data have been quality checked it can either be transferred to a server or uploaded to a DVD or CD.
The final stages of document scanning will vary according to the type of paperwork which has been scanned. Some will require reassembly and put into storage and other types will need to be confidentially shredded.
For further information and advice on document scanning please click hereor call The IPC Group on 08081 45 46 47.