Should We Scan Everything?

Over time, companies can become bogged down with paper archives. It is not uncommon to find that some of the paper found in these archives is irrelevant to the business. One of the most important decisions when transitioning to a digital record system is deciding what to scan. Initial digital record system implementation provides a perfect opportunity to digitize and simplify these files. Digital record management companies, such as OptiScan®, can use their years of experience and highly trained professionals to help you determine the best approach for your company.

Some businesses elect to scan their entire archive. This is the easiest and fastest approach, but it can also be the most expensive as most jobs are priced based on the overall scanned page count of the project. However it is the most efficient, as it allows for files to be prepped in a standard manner (e.g. insertion of barcode sheets, removal of staples and paper clips, taping down of smaller sheets which can jam the scanner) without sorting through the paper content.

Other businesses will elect to scan designated sections and data from each file. This approach requires more time, as the preparation process is more time intensive. Preparation of the files requires a more detailed review of the files to ensure that the correct data gets scanned. This will increase preparation time of each file and increase the overall timeline of the project.

There are both advantages and disadvantages to scanning designated portions of the files. One of the advantages is that with the elimination of useless pages, the files become smaller and easier to manage. The relevant data becomes easier for office staff to locate, requiring less search and retrieval time. Smaller files also take up less computer storage, allowing data to be stored in smaller servers. However, there are also several disadvantages to this approach. The first is the accuracy of the sorting. While scanning companies employ trained professionals to complete the assigned tasks, they are not professionals in your business and mistakes related to business content can be made when prepping the files. Another disadvantage is the increased preparation time which can extend your project scanning timeline.

The decision to scan an entire file versus a partial file should be carefully considered. While it may appear that eliminating the useless pages would lead to less overall pages being scanned, thus lowering your cost, this if often not the case. In most cases the cost is simply shifted from the scanning to preparation portion of the job. On the other hand, eliminating the useless pages during the scanning process will ultimately lead to smaller, more concise files. The pros and cons should be carefully considered when deciding what to scan.

Michael S. Hawkins
OptiScan Inc.
Business Development
http://www.optiscan.net
Cell: 602-882-3364
Work: 602-789-7800

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