Your company scans documents every day. Many factors contribute to the cost of scanning a document, including the size of the job, the file condition, whether there are metal elements (such as staples and paper clips), and the paper size.
To properly evaluate the cost of your scanning project in detail, we’ve put together a list of essential information you’ll need to gather before any document scanning project. Gathering this information in advance can help you save time and money. It will also help you make judgements about which projects to handle internally, and which to outsource.
1. Determine the Size, Quantity and Quality of Documents
The first step when evaluating a scanning project is to determine the file format, the physical size, quantity and quality of the documents. Use this chart as a guide to organize your project specifications:
2. Determine Document File Preparation Needs
The next step is to decide which elements of your project will be handled externally at each stage of the project. Determine whether the following are not required, the client will be responsible, the records center will be responsible, or if there is an outside circumstance.
- Document/File packaging, shipping, and receiving
- Presorted for size and similar image quality
- Removal of staples, paper clips, and binders
- Document/File restoration (recopy, torn, folded, touch-up)
- Document/File re-assembly
- Barcode break sheet/lead sheet insertion
3. Determine your Imaging Requirements
Imaging needs will impact the price and timeline of your project. In order to ascertain the best estimate, it’s best to review the following prior to submitting your order:
- What is the target image / document management system?
- Ex: FileNet, Summation, Fortis, Watermark, Adobe
- What scan resolution is required?
- What is the target image format?
- Ex: TIFF, CALS, PDF
- What is the required delivery medium?
- EX: DVD, CD, FTP
- Is image clean up desired?
- Rotation for better viewing
- Deskew for straightening
- Despeckle for clarity
- Cropping for removal of excess bordering
- Any additional cleanup needs
- What indexing needs are required?
- EX: page title, page number, document name, revision level
- Will indexing be required for every page, or for groups of pages?
4. Prepare Document and OCR Specific Questions
Answering the following questions will help determine how your project should be organized. It’s best to know:
- How the documents will be used in the future
- EX: viewing only, web content
- What is your PDF/OCR target format?
- EX: PDF image only, PDF image + text, Microsoft Word
- What is the mix of information?
- EX: Text, tables, pictures, headers and footers
- What level of character or page recognition is required?
- EX: text only, text and fonts, styles, page layout
- What level of OCR verification is required?
- EX: none, simple spell check, human revision, statistical
Scanning projects do not have to be a hassle. If you want some help, give us a call. We can handle everything from pickup, organization, preparation, indexing, and online access to your records. Once you understand how your project is structured, everything will be included in a price per image. And we'll scan 500 pages for free so you can see how it works.