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Batch Scanning for Document Capture

Batch scanning may appear to be the only approach to large-scale conversion projects. However, some scanning projects might actually be done more productively by scanning individual documents. Here are a few elements to consider:

How important are precise page counts? If the number of pages per document must be tightly controlled, batch scanning may be simply impractical. In this scenario, document counts should be done by the scanner operators to assure that quantities are accurate.

Batch scanning page counts: If controls are not needed for each document’s pages, counting pages in fixed increments, such as every 25 pages, and comparing that quantity to the number of images scanned may be perfectly sufficient.

Who will do the work? Batch scanning implies document preparation performed as a separate function. This allows personnel to be specifically trained on the requirements of document separation, repair, categorization, etc. On the other hand, responsibility for the documents will lie with two separate groups or individuals instead of just one.

What is the Quality Control plan? If physical pages have been counted and reconciled to the number of images scanned, will images also need to be inspected after scanning? Should inspection include physical pages compared to electronic images?

Are there performance standards? How many pages per day should be prepared, scanned and quality reviewed? How will quality performance be tracked? If regular staff does the data capture, what will be done if their performance falls short?

Anything else to consider? Of course…there’s lot’s more, but that’s why we’re in business; to provide expertise and efficiently convert documents at your site or ours.