Bulk Scanning: The Complete Project Guide

Many organizations are looking at bulk document scanning services to transform their paper records into a modern document management system that provides employees with easy access to information and enhances data security.

The pandemic permanently changed the way businesses operate. Work-from-home mandates posed significant challenges initially, as documents required for daily operational processes had to be available digitally and made shareable so employees could work collaboratively on the same documents. Companies that did not transition to digital operations struggled to service their customers and enable workers to work remotely.

Today, companies that work with high volumes of paper documents are better off moving to a cloud-based document management system. Digital storage is now more affordable than ever. Using the services of a professional bulk scanning service provider is the easiest way out of the paper nightmare!

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Bulk scanning: A professional approach to digitization

Bulk scanning refers to converting large volumes of physical documents into digital documents. When converting large volumes of paper documents into a digital format, you must use a professional scanning facility with production-grade scanning equipment and trained technicians who know how to rapidly and accurately process high volumes of documents in a short amount of time.

Most importantly, after scanning, a professional bulk scanning provider will extract essential information and convert it into searchable text via data capture software. As a result, you get a central database of all your business documents that is searchable so your employees can retrieve any record they need in just a few seconds. Otherwise, locating a specific record when you need it from among thousands of scanned images is like searching for a needle in a haystack!

The benefits of bulk scanning 

Paper is an obsolete way of storing information. Paper processes are slow and inefficient. Physical documents are challenging to organize, prone to damage, can easily get misplaced, and require large amounts of physical storage space. 

There are many benefits to scanning your physical paper archives and storing them digitally:

Reduction in Costs

Storing physical records requires expensive office space, storage racks and filing cabinets. Digital storage does away with all these, resulting in huge savings. It also cuts down expenses associated with physical records management like buying paper, printer cartridges, photocopying and document mailing costs.

Enhanced data security

Accidental data loss, data breaches, and intentional theft of sensitive personal information from paper documents are issues organizations worry about when transitioning to digital records. Storing the digital files in a robust and secure document management system, like Mercury, with access control, file encryption, and audit trails will ensure complete data safety.

Lowered error rates

Automated high-speed scanning eliminates the need for manual data entry and ensures accurate and error-free data capture.

Data loss prevention

Digitization prevents data loss due to damage to legacy paper documents by mold, mildew, rodents, fading and natural disasters.

Higher productivity

Physically searching for essential paper documents is time-consuming. And time is money. Digitally stored documents are easy to retrieve from anywhere, saving both time and money.

Better collaboration

Team members can also access documents simultaneously and share information from any remote location, making it easier to share data and collaborate.

DRS Imaging: Our bulk scanning process

We follow a well-defined, secure and efficient process to scan your documents, ensuring high levels of scanning quality, data capture accuracy and complete data security.

Here are the steps we follow: 

  1. Define project requirements and objectives: Our scanning project managers first determine the physical condition of your documents, assess the number of records to convert, and the time frame for conversion. Depending on your budget, they create a plan to scan all documents together or offer you a program for scanning a fixed number of records every month. They articulate the objectives of your scanning project and identify which key data fields our OCR/ICR software must capture and how you want your documents delivered. 
  2. Document pickup and transportation: We provide secure transportation of documents to our scanning facility by experienced staff after security vetting and background checks. If your documents are highly fragile or cannot leave your premises due to regulatory compliances, we can also offer you onsite scanning services.
  3. Prep documents for scanning: Trained technicians check all documents for physical damage and prep them for loading into the scanners, removing any clips, staples, etc. 
  4. Scan and QC: The documents undergo high-resolution scanning using the latest scanning hardware and software. We can provide you with output files in the format of your choice (PDF, GIF, etc.). Our QC team will check every scanned image and recommend image enhancements as required to ensure high quality and readability. 
  5. Data capture: We use advanced OCR/ICR software for indexing and classification. Our Optical Character Recognition (OCR) and Intelligent Character Recognition (ICR) tools accurately extract key data fields from printed and handwritten texts. 
  6. Shred or return originals:  After scanning is complete, the originals will be returned to your premises or shredded, as agreed at the start of the project.

 One-time scanning or scan-on demand

Volume batch scanning or production-grade scanning could be a one-time project in which we scan all your archives in one continuous project. 

We could also scan on demand—that is, we will split up the project into a monthly activity, scanning a fixed number of documents every month or as required for your business operations.

We also offer a day-to-day routine scanning service—for example, scanning paper mail delivered daily to your corporate mailroom and instantly converting the documents to PDF. 

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Why hire a professional bulk scanning company

Are you considering handling paper document conversion in-house to save costs? Remember that while this may sound tempting, you will most likely end up spending much more! 

Here are just some of the reasons you should outsource the job to a professional scanning service:

  • A professional bulk scanning company like DRS has state-of-the-art equipment that you may not have or will be expensive to procure.
  • They use staff trained exclusively for this purpose to ensure accuracy and speed.
  • In-house scanning generally costs more as your staff may be less efficient and make more errors as they are not trained in bulk scanning.

DRS: Your preferred partner for high-speed, bulk scanning

At DRS, our teams have the expertise and experience with production-grade scanners to handle large scanning projects. 

DRS can convert any document to a digital file, including standard paper files, large format drawings, photographs, microfilm or mixed digital media. 

We offer the best-in-class technology for production-grade scanning to optimize paper-driven workflows.

Our services encompass the entire document lifecycle—from digitization, data extraction, and inbound digital mailrooms to automated workflows and secure document hosting and secure destruction of expired documents.

Call us for a consultation to help you determine the best match for your existing systems, budget, timeline and longer-term goals.

Speak with our bulk scanning experts today!