imagize^TM Document Scanning Tips

When you think of "document scanning" what comes to mind? Is it the small, at home flatbed scanner that takes forever to scan a single page (each side)? Or is it your office copier/fax/printer (multi function) machine that scans and sends digital documents to email or to fax?

Document scanning can and will be easy to do in your normal business process if you know a few of our simple document scanning tips. Many businesses use our tips to rapidly scan, label and store hundreds to thousands of digital files each day!

Save significant time, money, and store room space by easily scanning your paper files to high-quality and compliant digital records with our helpful and time savings tips.

Document Scanning Equipment

One of the most important aspects of easy and successful document scanning is choosing the right piece of equipment to do your daily work. There are a number of scanners on the market today but choosing a "business grade" scanner or multifunction copier/scanner/printer is key.

Document Scanner

Choose a scanner that offers the following features:

• Auto Feeder – will automatically feed pages continuously
• Duplex Scanning – will scan both sides of a page (in one pass)
• Replacement Feed Rollers – the feed/separator rollers should be easy to clean and replace
• Scanning Speed – many desktop models scan 20–60 pages per minute
• USB and SCSI connection – USB is fine for 20-60 pages but a SCSI connection is recommended for production scanning (70 pages per minute and above)

Document Imaging Software

Some scanners provide feature-rich scanning software at little or no additional cost.

Look for the following features:

• Auto Page Size Detection – recognizes the page size automatically
• Border Cropping or Removal - crops the black edge around the document/image
• De-skew – straightens crooked pages automatically
• Multi Page Option – creates one file with multiple pages

Additional Imaging Features for Rapid Scanning

• Auto Exposure - Creates crisp, uniform image density for different colored pages
• Batch Scanning – automatically separates documents or files while scanning
• Auto file Naming – will automatically name the image files a unique name

Scanning to Image Files

Compliant storage and useful retrieval of images depends on how the document was scanned, at what resolution and what type of file was selected. Standards for long-term storage and compatibility have been set are and currently being adopted by governing bodies such as; HIPAA (healthcare), to the Federal, State and Local record retention and archiving organizations.

To know more about Sustainable Formats for Electronic Records please reference the following: www.archives.gov/records-mgmt/initiatives/sustainable-faq.html

Document Imaging Terms You Should Know:

• Tiff Image Format – common file extension is .tiff or .tif. Stands for "Tagged Image File Format" and is usually compressed to a Group 4 or Group 3 compression for smaller file size storage. Group 3 tiff image was the original binary (black and white) image file used for faxing and is still common today.

         * Considered a "non-proprietary" file format

• PDF Image Format – common file extension is .pdf. Stands for Portable Document Format and was created by and still supported by Adobe.

          * Considered a "proprietary" file format

Imaging Terms

Imaging terms you need to know:

• Multi Page File – One file containing multiple pages
• Single Page File – Each page is one file
• Auto Exposure – determines the exposure level automatically for the best image
• Border Crop or Removal – removal of the black edge around a scanned image
• De-skew – automatically straighten a crooked scanned image
• Pixels – the black portion of an image creating character or image definition
• Dots Per Inch (dpi) – the number of pixels per square inch
• Optical Character Recognition (OCR) – the recognition of characters for editing, word search or data extrapolation.
• Barcode – the scanning or reading of the barcode for data extrapolation
• Zone Capture creating a "zone" or defined area in which to read information from a document that was scanned – commonly used for OCR or Barcode scanning.

imagize Production Scanning

Production scanning is a work flow process of preparing documents, high-speed scanning and digital record labeling to convert paper files to digital records efficiently and accurately.

Imaging Terms

Imaging terms you need to know:

• Document Prep - the process of preparing paper files for high-speed scanning
• Production Scanning – using a high-speed scanner to scan, capture and process digital records in a high-speed and quality controlled environment.
• Image Labeling – the process of assigning search indexes to the digital records for easy filing and retrieval.
• Batch Scanning – utilizing patch code or document separator sheets at the time of scanning for automatic file separation.
• Work Order and Batch Processing – the process of assigning and managing the scanned documents by batch and work order sequence.
• Time Tracking – the process of recording and monitoring time in the processing of paper files to digital records.
• File Tracking – if a paper file is kept in cold storage, the process of recording its storage area and box number.