More than ever before, document management professionals at state and local governments, facility managers in schools and hospital, property managers, first responders, need to manage large format drawings within their electronic content management system (ECM) workflow. These can be active or legacy documents (18 inches or larger) used in conjunction with small documents. How do they manage their hard copy drawings as easily as they manage smaller documents? They are using a wide format scanner to digitize large format assets.
1. It’s the right fit
Wide-format scanners vary in many ways. The size, image quality, speed, price, and the ability to easily interface with your content management systems using either TWAIN or ISIS interfaces are just a few distinguishing scanner features. CIS and CCD technologies within large-format scanners also fit a larger need in ECM / EDM than ever before. Some scanners are more appropriate for an office or enterprise environment, fitting common daily needs. Other wide format scanners fit best in a service bureau where they can be adapted to a variety of drawing types and volumes.
2. Indexing large documents
Establishing how you want to retrieve digital assets is critical to the success of managing large-format drawings. In some instances, it may be best to manage drawings in a simple electronic file folder structure that mimics flat files or hanging folders. In other instances, it might be beneficial to use a more elaborate indexing scheme that is used with enterprise documents, such as project or drawing names, or other important criteria that help define the drawings.
In either event, it is important to establish indexing criteria at the onset of a project so that large-format assets can be easily located by entering one of the tags that relate to the file. As requests are processed, information is retrieved instantly. Indexing schemes can be simple or sophisticated, and they can be easily interfaced with document management software.
The integration of large format assets within document management and other business systems leads to reduced costs and improved productivity that could have a positive impact on project completion times.
3. Save time
Accessing hard-copy, large-format documents quickly and efficiently is sometimes a challenge, especially for groups in multiple locations. Large-format scanners can digitize these documents and enable team-sharing while maximizing the company's large-format assets. Easy access to digital files also allows employees to get more work done, increasing overall efficiency.
Large-format scanners can also be shared on a network to improve workflow. Additionally, with the inclusion of ISIS drivers, wide-format users can easily capture, achieve, and manage large-format documents using the same interface and workflow that is used when scanning smaller documents. This gives your company the advantage of organizing content across the organization, instead of limiting it to a departmental level.
4. Storage fees
More often than not, document management professionals store hard copy drawings off-site due to the size -- another reason why they can be difficult to quickly access. Eliminate storage fees and turn the vast pile of hard copy documents into a modern, accessible digital archive with high-quality images.
5. Legacy documents
Keep legacy documents up-to-date by digitizing the hard copy assets. A large format scanner can reproduce legacy drawings and maps – from 24- to 54-inches – from a variety of paper, including vellum, bond, and mylar. Even with poor-quality originals, a good large format scanner with image enhancing software can make incredible reproductions. It can also analyze variations in contrast and background tone and adjust the threshold level accordingly.
6. Dedicated resources
Today’s large-format scanners are among the easiest technologies in the office to use. New technological advances like the ISIS driver eliminates time wasted from training staff, since the interface is consistent from scanner to scanner. Although a variety of staffers can achieve high-end results from a large format scanner, it’s wise to designate one staffer who is responsible for preparing, quality checking, and indexing the documents so they can be effectively used in archive/retrieval software or a document management application.
7. Outsource
Although ISIS drivers and other innovations have closed the gap on the time and cost needed to scan wide and/or odd-sized documents, customers still may need to outsource their wide format scanning. It’s good to have a few local service providers readily available should the volume exceed the internal resources on hand.
Document management service providers are equipped to handle the reproduction of a multitude of large format drawings and maps such as land and well files, land leases and plot maps, well logs, and all associated paper documents.
If you take this route, provide a sample document to the company to scan; this will ensure that the results meet your standards.
8. Security
Security and compliance issues may require that document scanning stays in-house. Having large format scanners in-house makes it easy to digitize and archive documents. A document management system can limit the access of certain files to authorized staff.
When evaluating large format scanners, take into consideration these factors and decide which is best for your needs. Whether you require high-volume, high-productivity batch scanning of large format drawings, or low-volume, high-quality scanned images of fragile, old, or legacy documents, it is important to consider your scanner as a long-term investment -- one that you should not have to repeat for years to come!