Today, 90% of the information in the world is still in paper form, which makes document management a monumental task. To eliminate the burden, you can hire a scanning service to scan your documents into soft-copy backups. Doing so will free you from the storage costs associated with paper, and you can avoid the risk of fire and theft.
Cost of a scanner de bureau
If you’re planning to use scanners de bureau at your workplace, you’ll want to consider the cost of the machine. Although most of these devices do not require the human touch, they are still relatively expensive. While they scan documents, preparing and transmitting these files require human labor. In addition to scanning, these devices typically require a certain amount of manual inspection of the records to ensure that there are no staples or other obstructions. Some industries also require Bates Numbering and other markings on the documents.
Office scanners aren’t built for demanding archival projects
An office scanners is a better choice for high-quality archival scanning. Many of the steps required to prepare a document for archival scanning are time-consuming and tedious. For example, you should remove staples, unfold corners, remove post-it notes, and repair rips and wrinkles before scanning. When choosing a document scanning tool for your business, look for certified models. This will ensure that your company meets government regulations while minimizing the environmental impact of your project. Furthermore, you can avoid surprises and overspending on a project if an office scanner breaks down or has to be replaced.
Consider a portable scanner if you plan on digitizing old documents or photos. These devices are great for scanning documents and pictures on the go, but be sure to check the resolution and the quality of your final image. While handheld scanners are suitable for document scanning, and some may even handle slides, archival scanning requires more sophisticated equipment.
Outsourcing to a professional scanning company
The cost of document scanning is a hidden cost. If your organization’s employees scan documents daily, it costs nearly $25,000 to fill up a four-drawer cabinet, plus more than $2,000 a year to maintain it. Not to mention the loss of time – and money – from other tasks. In addition, you need to ensure that the process is carefully managed and there are multiple quality control points so that the final images are fully readable and accurate.
Depending on the project’s complexity, it may be best to outsource scanning. Outsourcing ensures quality results and frees up space in your office for other essential tasks. You can be assured of high-quality results and a reduced cost. Additionally, outsourced scanning allows your staff to focus on crucial tasks and not on maintaining expensive equipment.
Lossy JPEG compression is undesirable for text documents
Lossy compression is the process of removing information that is redundant or is not necessary to the content. These types of compression are most commonly used in video and audio files and photo-related files. JPEG image files are compressed images, reducing the amount of data in the original file. JPEG creators determine how many files they are willing to lose and can adjust the compression rate to optimize the image quality. JPEGs were first created in the early 1980s and became a formal file standard in 1992. The development of the JPEG format was critical at a time when the Internet was relatively new. Before then, data files could only be moved physically on floppy discs and archiving required a physical transfer.
Intelligent bar-coded separator sheets
Intelligent bar-coded separator sheets are an essential component of high-volume document scanning and can be used for various purposes. These sheets are typically colored pieces of paper with bar codes and placed between documents. They can be configured to separate one record from another, automatically index metadata, and more. In addition to being a helpful addition to any scanner, these sheets can help streamline the scanning process by allowing multiple documents to be stacked neatly.
In high-volume production environments, document scanning challenges can multiply exponentially. For example, if a document is fed in more than one way, it may become misplaced, causing the entire scanning process to stop. This may require the operator to locate the document, delete it, and re-scan it. This could take several minutes and can impact productivity.