As a Document Scanning vendor, we understand that large scale document scanning projects can present a variety of challenges for our corporate and law firm clients. In this post, we will address some of the most common challenges and provide tips to plan and execute an on-site or high-volume scanning project smoothly.
Volume:
One of the biggest challenges in large scale document scanning projects is the volume of documents that need to be scanned. To overcome this challenge, we recommend that our clients clearly define the scope of the project before beginning. This includes determining the types of documents to be scanned, the volume of documents, and the desired outcome of the project. The goal is to help your scanning partner understand the entire scope of the project so they can provide you with the most suitable solution.
Document Preparation:
Before documents can be scanned, they need to be properly prepared. This includes organizing and sorting documents, removing any staples or paper clips, and ensuring that all documents are facing the same direction. Doc Prep can be a time-consuming and labor-intensive task, especially for large volumes of documents, so it’s recommended to start early and have a clear plan in place.
Equipment and Software:
Document Imaging projects require specialized equipment and software. Different types of documents can require different machinery, for example single feed non-bound pages use a different machine than bound books that can’t be disassembled for scanning. It’s important to confirm your vendor has the necessary equipment and software to handle the project's needs. Additionally, they should also regularly maintain and upgrade their equipment to ensure that it's always up-to-date and compatible with the latest technologies.
Data Security and Privacy:
Large scale document scanning projects commonly involve handling sensitive information, such as Personally identifiable information (PII) or confidential business information. Ensuring the security and privacy of this information is crucial and requires strict adherence to data protection laws and regulations.
Quality Control:
Ensuring the quality of scanned documents is critical to the success of the project. We recommend having a dedicated team to ensure that the scanned documents meet the required standards and to check for accuracy, completeness, and legibility of the scanned documents.
Data management:
After the documents are scanned, they need to be properly stored, indexed, and managed. It is important to plan for data management services that include proper storage/hosting, indexing, document coding, and management of the documents.
Timeframe and Budget:
Large scale document scanning projects can take a long time to complete and may require significant resources. It's important to set realistic expectations for the timeframe and budget of the project, and to be prepared for any unexpected challenges that may arise.
By being aware of these challenges and taking steps to address them, you can successfully navigate the complexities of high-volume document scanning projects. It's crucial to have a well-planned and executed project and to work with a vendor that has the experience and expertise to handle such projects.
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