Batch Scanning

Batch Scanning

If you are new to the digital transformation world (aka, document scanning) and the concept of batch scanning, this document will provide you with a good starting point of what information to collect before reaching out to vendors.

Let’s start with the types of scanning. The options for scanning are endless, but the most basic (and economical) process is batch scanning.  Batch scanning is primarily a mirror image of your physical file folder (binder, envelope, etc.)  where all documents inside the file are scanned to a single PDF in the same order as the documents exist in the file.  Batch scanning provides an affordable process to get your paper into an electronic format and one of the most common formats to start with.  

Examples of why you might choose batch scanning include:

• Archival or inactive documents that need to be retained for longer period of time, but with little day to day activity. These may be documents stored in archive boxes or off-site storage.
• Downsizing your physical space 
• Having remote access to documents  
• Budget restrictions or considerations
• Active documents with low retrieval or activity
• Backfile scan requirement for new technology

Overall, batch scanning is a great affordable way to convert your information from physical paper to an electronic format.  It is important to note that scanning each file to a single electronic file does not mean you cannot manipulate that document down the road. Some organizations may do additional indexing or extract data fields for input into an existing software application as a secondary phase of their project while others may only do this if the file because active again.

Here is a basic list of information to have ready before reaching out to potential scanning partners.

Document Type

What is the document type? (HR, Loans, Arrests, Medical, etc.)

Volume

How much stuff to you actually have?  Although there is no exact science to identifying the number of pages or images, there are industry standard formulas that will provide a good estimate.  Here’s how to prepare:

• Archive Boxes (size and quantity)
• File cabinets
  • Are they vertical or lateral?
  • If lateral, what is the width of the cabinets?
  • How many drawers per cabinet?
  • Are the drawers full?
  • Are the file folders in hanging folders?
• Shelving
  • How many inches or feet of files?

How do you want the files named?

A key cost saver here is to have any data available that can be used to name the files as opposed to data entry.

What is the condition of the paper? 

• Good 
• Fair
• Poor

Disposition

Will you want the paper back or will it be shredded?

Having this basic information will provide you with a good start and may trigger additional questions and considerations for discussion.