Document Scanning

For documents already processed and physically stored (referred to as backfiles), scanning or document conversion can be beneficial if:

• The documents are accessed frequently
• You require distributed and/or simultaneous access to the documents:
  • By employees in different departments
  • By employees in different locations
  • Need to allow online access to customers, clients, partners, etc.
• The documents need to be retained for a long period of time
• The documents are vital and you need backup copies to prepare for disaster recovery
• The cost of storage exceeds the cost of a document management system

When you scan internally, that means you’re committing to investing in resources and personnel to scan and manage documents at your school or business location.

When you outsource your scanning, that means you send your boxes of paper files to a document imaging company (like Datamation!) for them to scan your documents.

Here’s when internal scanning might be better for you:

• Low volume of documents
• Minor indexing needed
• No quick turnaround time needed
• Only scanning regular-sized paper or smaller

Here’s when outsourcing your scanning could be a better option:

• Large volume of documents
• Lots of indexing needed
• Large format documents (like blueprints or architectural drawings)
• Don’t have the staff to dedicate to scanning

For more on this question, please read our blog post: Should You Outsource Document Scanning or Do It In-House?

Document scanning and conversion costs depend on how much paper needs to be scanned. In general, a standard document archival box will cost just under $200 to have it professionally scanned, indexed, and readied for use.

This, however, can change based on your volume and condition of your documents.

You can use our Document Scanning Quote Calculator to get an estimate of your scanning project.

The best way to select a document scanning provider, with most things, is to do your research.

Does the provider:

• Have experience and expertise in your industry or field?
• Offer a wide variety of products and services so you can get exactly what you need?
• Propose a solution to help you manage your documents?
• Have a secure scanning facility?

Searching on the provider website and/or giving the business a call is the best way to get these questions answered.

For an in-depth answer to this question, check out our blog post: How to Choose a Document Scanning Company

The two standard file formats for scanned documents are PDF and TIFF. These formats are best for searching, manipulating, and storing in a content management system.

When to use the PDF file format:

• If the documents are for legal requirements
• If viewing multi-page documents
• If you want to easily search documents with optical character recognition (OCR)

When to use the TIFF file format:

• If you frequently work with 200+ page documents
• If you need to edit documents after they are scanned
• If you need to export your files – they can easily be converted to PDFs

Both PDF and TIFF file formats are good choices for your documents. GIF and JPEG, while available, are usually not recommended as they are better for photos.

For more on this question, read our blog post: Which File Format Should I Use for Scanned Documents?

Ideally you’re getting your documents scanned not only so you can find information easier, but also so you can eliminate your paper files.

So while getting rid of paper is the goal, if you feel you need to keep the paper documents for any reason, you can also have your files returned.