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So you have some documents that need to be scanned and you’re wondering whether you should scan the files in-house or outsource the project. There are several questions you should answer before deciding.

Do you already own a scanner?
YES! If you have a scanner, is it capable of keeping up with your intended output? Most desktop scanners are not rated for the kind of throughput a medium-to-large job would entail. Other details to consider when setting up your project are: color versus black and white, simplex versus duplex, and document size. Some scanners are better than others at dealing with these variables.

NO! If you don’t have a decent scanner, that is the first expense you should take into account. Scanners can run anywhere from hundreds of dollars to tens of thousands of dollars. Depending on how many documents you have to scan and how quickly the project needs to be finished, you may want to opt for one of the higher end models.

Do you have a deadline?
YES! If you do have a deadline, is it reachable without overstretching your resources? In order to most effectively progress through your project, you will want at least one dedicated scanning technician. If your documents need any preparation beforehand (i.e. removing staples, taping torn edges, and so on), chances are you will need more than one person. If you have a lot of data entry work, that would also increase your time greatly.

NO! If you don’t have a deadline, this can be a blessing or a curse. From the start of the project, make sure that you have dedicated a certain amount of time every week to working on the project. A dedicated scanning technician is your best bet. Adding scanning to someone else’s list of job responsibilities may sound like a good idea at first, but the scanning will most likely end up suffering (or being pushed to the wayside) in the end.

Is quality a big concern?
YES! On average, employees that are dedicated to a line of work will produce a higher quality product than a temp or someone who has divided responsibilities. If quality is a big issue when dealing with your project, a dedicated scanning team (whether internal or outsourced) is the way to go.

NO! No? Well it should be! Even if your main concern is just getting the pages imaged so that you can get them out of your office, you still should look for a quality product. The pages are useless if you cannot read them or if they are missing altogether. As stated above, a dedicated scanning team will excel here. A benefit of outsourcing in this instance is that the files will be out of your office more quickly.

Outsourcing to a scanning services company may not always be the way to go, but for most sizable jobs, it may be the option that makes the most sense. If you have any questions about where to start with your scanning project, or if you’d like to know more about how a scanning services department works, feel free to contact me at Tim.Ilardi@UnitySystems.biz, or visit us at UnityScanningSystems.com.

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I’m an avid basketball fan, and since the NBA Finals start tonight, I have basketball on the mind.  Specifically, I’m thinking about Kobe Bryant and the impact he is going to have on the series.

Let me qualify this entry by saying it pains me, as a Boston Celtics fan, to admit that there is a characteristic in one of the Los Angeles Lakers that I have a huge amount of admiration for.  That being said, it is undeniable that Kobe Bryant’s killer instinct — his ability to envision exactly what he wants to happen, then succeed in making it happen — is what makes him one of the greatest basketball players to ever live.  Sure, there are less than desirable traits that he’s known for too, but we’ll leave that alone for this discussion.

Regardless of who he is playing, Kobe has the confidence in himself to take the ball and make the shot.  There is a reason he is in the position he is in.  He knows it.  I know it.  You know it.  The question is, how do you get to that position?  How can we, in our own occupations, receive the “ball” with that same sort of confidence?

I think the key to this scenario is the realization that you are where you are for a reason.  Regardless of the circumstances, you were chosen for the position that you hold.  That being the case, you should feel empowered to know that no one else has the unique combination of experiences and skills that you do.  When the ball comes your way, confidently take the shot.  Whether you make it or miss it is irrelevant — even Kobe misses clutch shots — but when you have the confidence to act without second guessing yourself, you will become the go-to person in your own clutch situations.

When problems arise on the job, there is always a person that everyone turns to for the answer.  Sometimes all it takes is the self-confidence to risk failure — to take the tough shot — to become that person.  For the Celtics’ sake, I hope Kobe has an off night (or four), but I have no doubt that when the game is on the line, Kobe will be the one with the ball in his hands.

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We run into this on a day to day basis: “Rhonda,” a file clerk who is set in her ways and is hesitant to allow for time-saving techniques when it comes to the digitization of her records. When looking for her paper files, Rhonda is a pro. It may take her a while to do so, but she has honed the skills necessary to track down whatever documents she needs. So when it finally comes time to digitize her records, she wants them broken down in the same way she is accustomed to seeing them. When she has a physical folder with twenty sub-folders, she wants it produced the same way in her document management system.

This is a completely doable task. The problem is that it will take an exorbitant amount of time to accomplish it, causing unnecessary expense. The solution here is twofold: being smart about your indexes, and using Optical Character Recognition (OCR). When indexing a document, you will want to use the fewest amount possible without negatively affecting your ability to find your document. If a middle name is only going to be useful in one out of every hundred cases, don’t use it. Save money by reducing keystrokes, as the middle name can be verified by looking at your images.

By learning to use OCR, finding documents can become even easier. OCR allows you to do full-text searches on any of your documents, allowing you to easily find the exact information you are looking for. It’s true that OCR isn’t 100% accurate when used on handwritten text or poor quality scans, but when used in conjunction with your indexes, there is no easier way to find your documents.

So if you know a Rhonda—or if you are a Rhonda—take the time to figure out what is most important in your search for documents. Cut out any superfluous data, and use your full-text search capabilities to your advantage. The transition isn’t always easy to make, but it will pay huge dividends in the end.

If you’re looking for help on finding the best indexing options for your documents, or if you’d like to learn more about how OCR works, feel free to contact us or check out our website.

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One of the most important parts of any document scanning job happens before the paper even enters the feeder tray.  Document preparation (or “prep”) is where the magic really happens.  The removal of staples, paperclips, rubber bands, as well as the unfolding of creases and dogears, is a time-saving task we perform on a daily basis in our Scanning Department.  Removing any metal from your documents is vital in keeping your scanner in good condition, and taking the time to separate each page after removing a staple will save you a lot of time (and torn pages) once the scanning process is started.

Know your documents!  Take the time to familiarize yourself with the documents you will be scanning.  Most forms and document types follow a predictable pattern.  For example, direct deposit forms usually have a voided check stapled in the middle of the page (where you might not be looking for those sneaky staples).  Once you know what you are working with, you will begin to anticipate potential problems and can take corrective action before the paper even gets to the scanner.

It may seem counter-intuitive at first, but taking the extra time to quickly flip through each page will pay off in the end.  Not only will the scanning process go much faster, but you will also save a lot of wear and tear on your scanner.  All it takes is one staple or paperclip going in the wrong way to completely trash a roller, glass, or belt.  When it comes to your documents, keep the Boy Scouts’ motto in mind – “Be Prepared!” For more information on document imaging or document scanning, visit us at UnityScanningSystems.com.