Large Scanning document solution

hey guys, we have a probably have a 150 banker boxes of documents that we are storing in our file room.

We are looking to go digital with these and have them searchable.

Can you recommend a solution to scan these in and make them searchable?



Yes, hire one of the legal/medical record scanning services. They do it every day but I would do short run first to make sure you can OCR the results.



Yes, hire one of the legal/medical record scanning services. They do it every day but I would do short run first to make sure you can OCR the results.



Looking to do this in house please.



Several issues to consider:
Do you have a preference for outsourcing it or doing it yourself?

If outsourcing, are you willing to send the docs offsite or do you need someone to do it on-premise?

If doing it yourself, do you already have scanners or will you buy them as part of the project?

If doing it yourself, you'll want to understand a lot about the source docs, such as:
How many thousands of pages are in the 150 banker boxes?

Are you concerned about new docs coming in or just the existing docs in the file room? If the former, how many pages per day of new paper are coming in?

Are the docs all single-sided? If not, what percentage of the docs are double-sided? In other words, would a duplex scanner be helpful?

Are the docs all (or mostly) black and white? In other words, is color scanning needed?

Are the docs all (or mostly) letter size? Any small/odd-size docs? Or large ones? Any legal size? Any wider than 8.5"?

Most software these days can create PDF Searchable Image files, meaning a PDF file contains the scanned raster image (bitmap/graphic), as well as the text created from the OCR process. And most scanners sold these days bundle such software.

Of course, budget is always an issue. My experience of more than 20 years in the high-end document management/imaging space taught me that "backfile conversion" (which is what we call scanning existing paper in the DMS arena) is always more costly and less successful than we'd like. In fact, many of my customers during those 20+ years opted not to do any backfile conversion, while others did it only for one to two year's worth of paper — they let the rest of the paper die a natural death, depending on the mandatory document retention requirements and associated periodic destruction policies.

If you want to go forward with an in-house approach, I'll be happy to give you some hardware and software recommendations after you give me more info about the source docs. Regards, Joe



A photocopier with built-in scanning solution? If you are looking for a new copier at the present time then this might be the way to go.



Joe,

Inhouse - we have not purchased scanners yet, we will need to get this. These are old documents, nothing really knew coming in. I think they are all singled singed mostly and just text. Color not needed.

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