Bulk Document Scanning Services

Remember, efficiency and organisation are vital components to scan a document stack. Here are some best practices:

1. High-Speed Professional-Grade Scanner: purchased to enable inhouse production
   • Automatic Document Feeders (ADFs): These help with scanning multiple pages in a document, which otherwise would take longer if done manually. There is a belief that doing large volumes of scanning can be completed more cost effectively if don by an inhouse Team, a  recent study by Dajon Data Management discovered it was more than 3 times more expensive to scan inhouse than to outsource the project to a professional digitisation company, when taking in all the real costs to complete the project.
2. Options for Professional Scanning Services:
   • They are up to date with technology and combined with highly experienced personnel, scanning is done speedily and accurately. They can handle any kind of document size, no matter how large or even fragile documents that standard equipment might spoil.

Time to scan 1000 pages depends on:

1. Type and Speed of Scanner:
   • A high-speed document scanner usually has a speed range of 25 to 250 pages per minute (ppm), so it will probably take 20 to 40 minutes for 1000 pages.
2. Preparation and Post-Processing:
   • Preparing and organising the documents and post-activities like filing, organising, and quality checks are additional and not included in the scanning time.

This task can be done by hiring professional scanning services. Most have better equipment and experienced personnel in this area.

Some of the most important steps in the digitisation process for paper documents:

1. Preparation:
   • Sort through all records in good condition and sort them into categories or by type; remove staples, paper clips, etc.
2. Scanning:
   • Use quality scanners, including efficient high-speed document scanners, particularly for ADF bulk scanning.
3. OCR Processing:
   • Optical Character Recognition (OCR) makes scanned documents both editable and searchable.
4. File Organisation:
   • Give the scanned documents meaningful file names and maintain a logical structure in the set of folders.
5. Backup and Storage:
   • Protect digital documents, ideally with backup copies, using cloud storage services that are accessible and reliable.

Bulk scanning incorporates the following steps for digitising large quantities of documents within the shortest time possible:

1. Document Preparation: Remove binding materials and separate documents into easily scanned batches to prevent scanner machine feeding difficulty, paper jamming, or breaking.
2. High-Speed Scanning: Use high-speed scanners with ADF that can process documents in bulk, making the scanning process very fast.
3. Quality Control: Review digital images for quality and correct any pages that are lacking or have poor scans.
4. OCR Processing: Use Optical Character Recognition to convert scanned document images into searchable and editable text.
5. File Management: Organise the files logically; scan them under a relevant name with metadata so they can be managed and retrieved easily.
6. Storage and Backup: Secure digital document storage using state-of-the-art technologies. That’s why people prefer cloud storage—easy access and very reliable.