Document Preparation

Effective document preparation is essential for smooth and accurate scanning. Small steps like removing staples and sorting papers can streamline your scanning process, cut costs, and boost image quality. Whether you’re tackling a handful of pages or a massive archive, this guide will sharpen your approach and deliver top-notch results.

Organizing Documents for Scanning

Before you box up your files, consider getting rid of what you don’t need. Only people who understand the documents should do the purging. This will cut down on the number of pages and save costs for the scanning project.

Create a list of the documents you wish to scan. Number the boxes and record the box numbers along with the documents inside. After that, keep a copy of the inventory list for your records. This list is useful for ensuring that each file is scanned and named accurately. Once the files are organized in the box, you can begin the scanning process.

Prepare Your Documents the Right Way

It’s important to prepare each page correctly for scanning to ensure high image quality. First, remove staples, paper clips and bindings. Straighten any folded edges to prepare the documents for fast scanning. This preparation minimizes feeding problems and improves image quality. To repair tears, place invisible tape on the back of the pages where you can. If pages are severely damaged, scan them on a flatbed scanner or make a photocopy to substitute them.

Write instructions for the prep team about dealing with post-it notes, attachments, photos, unusual document sizes, and any problems to be aware of. For example, Post-it notes covering text should be moved or taped to blank paper to preserve the information.

Instructions for Scanning Documents with “Post-it” Notes:

1. Remove Post-it notes and discard them.
2. Move Post-it notes to areas of the page that are blank.
3. Tape Post-it notes on a white paper and put it back into the document. Position the notes a few inches below the top to stop the scanner from jamming.

One Scanner, Any Document: Handling Mixed Sizes

Production scanners can work with various document sizes. Align smaller papers at the top of the pile for easy pickup by the scanner rollers, or attach them to a blank sheet. For oversized documents, use Folio mode, which accommodates up to A-1 size. For anything larger, a large format scanner is needed.

Spotting Issues Before They Start

By identifying and addressing potential problems early on, you can create a more efficient scanning process and achieve better results.

1. Faded Text or Ink: Light or faded documents can scan poorly. Tweak brightness and contrast to get the best results.
2. Dark or Colored Paper: Dark or colored paper could lead to missed pages; change the scanner settings to avoid this.
3. Dot Matrix Printouts: For low-quality dot matrix prints, use grayscale scanning to make the text clearer.
4. Thin or Transparent Paper: Thin or transparent paper can easily tear or get stuck. Opt for a photocopy or flatbed scanner instead.
5. Double-Sided Pages: Don’t miss a side—double-check your scanner’s settings to scan both fronts and backs.

Batch Scanning

Batch scanning helps you organize documents easily and lets production scanners scan quickly with patch code separator pages. Another option is Barcode Batch Separators, which have data encoded in them and help scanners automatically index documents, making the process more efficient. When batching documents, make sure to sort and organize them first. Then, use patch code separator sheets, also known as control documents or Job Separator Pages, to separate the documents. Remember, patch codes are a type of barcode that does not contain data. They only tell scanners to save files as separate documents.

Wrap It Up: Simple Prep, Exceptional Scanning Results

Preparing your documents before scanning can greatly improve the process. By organizing and cleaning them in advance, you will make scanning easier and more effective. This preparation helps you save time and money while getting better results. Whether you have a few papers or a large collection, these tips will help you scan smoothly and succeed. Enjoy your scanning!