High-volume document scanning can transform your organization’s efficiency and data management. You can use a free scanner, a stationary device, or even outsource the service. This guide walks you through the essential steps to implement a successful high-volume scanning process, from preparation to execution.
Whether you’re dealing with thousands of invoices, medical records, or legal documents, we’ll show you how to tackle the challenge and reap the benefits of a well-organized digital archive.
How to prepare for high-volume document scanning
Efficient preparation is essential for smooth, accurate high-volume document scanning. Follow these steps to streamline the process and avoid common issues.
Assess your documents
Start by evaluating your document types and volumes to choose the right equipment and processes. Categorize documents by type (e.g., invoices, contracts, medical records) and note any special handling needs, such as fragile or oversized items.
Set up a scanning hub
Create a clean, well-lit, distraction-free space for scanning. Ensure enough room for document preparation, equipment, and quality checks. A dedicated area can boost productivity by up to 25%, according to a DocuWare survey.
Organize documents in advance
Organize documents before scanning by removing staples or clips, sorting by type or date, and batching similar items. Proper preparation can boost efficiency by up to 55%. Use barcode separator sheets to automate sorting and save time.
Establish quality control
Implement regular quality checks to ensure accuracy. This can include automated image analysis and spot-checking a percentage of scanned documents. A strong quality control process can reduce errors by up to 50%.
By preparing thoroughly, you’ll be ready to select the best equipment and software for your needs.
Selecting the right scanning tools
Choosing the right tools ensures accuracy, efficiency, and compatibility with your workflow. Keep these key factors in mind:
1. High-speed scanners
For high-volume projects, select scanners that process at least 60 pages per minute (ppm). Options like the Fujitsu fi-7300NX (60 ppm) suit medium projects, while the Kodak i4850 (150 ppm) handles larger volumes with features like duplex scanning and high-capacity feeders.
2. Document management software (DMS)
Pair scanners with DMS featuring robust OCR, flexible indexing, and workflow integration. Systems like M-Files (AI metadata tagging) or DocuWare (cloud capabilities) make files searchable and compliant with industry standards.
3. Quality control tools
Use software with features like deskew, despeckle, and blank page removal. Tools like ABBYY FineReader enhance image quality and include advanced OCR capabilities. For basic scanning, a mobile app like the Municorn Scanner App can be used. Combine automated checks with manual verification to catch up to 95% of errors while managing costs.
Investing in the right tools from the start saves time and ensures a reliable digital archive.
Mastering high-volume scanning workflows
Manage large-scale scanning efficiently with these best practices:
1. Streamline your workflow
Set up a clear process for document prep, scanning, quality checks, and post-processing. Use barcode tracking to minimize errors and improve ROI.
2. Optimize scanner settings
Set scanners to 300 DPI for most documents, balancing quality and file size. Use auto-crop, auto-orientation, and multi-stream output for mixed document types to save time and reduce errors.
3. Quality control
Use automated checks to flag issues like poor contrast, followed by spot-checking 5-10% of scanned documents for accuracy. This two-step process can catch up to 98% of errors.
4. Continuous improvement
Analyze quality control data to refine processes. Adjust preparation or scanning methods as needed to address recurring issues and maintain efficiency.
By following these steps, you can ensure a streamlined, error-free high-volume scanning operation.