Document preparation is the first, and accordingly, one of the most important steps in the process. Careful doc prep goes a long way to making the end product as good as possible.
Your documents have all sorts of fixtures to group, collect, and organize them. Each needs to be removed to allow the documents to move freely through the scanner, but each also need to have a plan for removal. If a staple denotes an important separation that needs to be maintained, a separator sheet is inserted so that at scan time, the multi-page document will be complete so that a new document may start.
Oftentimes, there are sticky notes affixed to documents, or there are countless other types of documents present mixed in the files. Large sheets need to be identified in case they need to be scanned independently on our widemouth scanner. Similarly, small sheets such as receipts, prescriptions, or notes from a pad, need to be taped to a carrier sheet to ensure that they are captured in the digital file.
Scanning at an office level, it may be possible to simply jog the paper to one edge and scan the mixed-size documents, but at the level of production that we operate, it’s not feasible to task the scanner with anything more than a quick jog and fanning before scanning. The doc prep stage essentially guarantees that our scanners do what they do best–scan documents.
You may not have known this, but boxes often come to us with lots of items that can’t be scanned. VHS or audio tapes, DVDs, and various other items present themselves in customer documents. We make sure that they don’t get discarded, but instead are left in the box, and in their place, a sheet labeled “unscannable item” is left to be included in the digital file.