Understanding quality assurance for corporate and archival document digitisation.
Why is document QA necessary?
A scanning project is only useful if the digital files are complete, readable and correctly associated with their source records.
What is checked?
Checks can include page completeness, orientation, cropping, focus, exposure, colour, legibility, page sequence and file naming.
Why check page counts?
Comparing expected and captured page counts can help identify missing pages or duplicate captures.
What about OCR?
Where OCR is part of the project, the text output should be tested for usability. OCR errors should not be confused with image-capture errors.
Should samples or every page be checked?
The appropriate QA regime depends on project scale, risk and specification. High-value archival projects may require more extensive inspection.
What happens when an error is found?
The source should be located, the cause identified and the affected page or document rescanned where appropriate.
Frequently Asked Questions
What does scanning QA check?
Completeness, legibility, orientation, image quality, page order, file naming and other agreed technical requirements.
Can missing pages be detected?
Page counts, folder structure and sequence checks can help identify omissions.
Why is QA important for corporate scanning?
It prevents incomplete or incorrectly ordered digital records from entering the client's working or records-management system.
Further Reading
Oxford Duplication Centre — Practical Expertise
Professional document digitisation depends on matching the capture method to the original. Modern loose documents may suit production scanning, while fragile, bound, oversized or unusual records need specialist handling and equipment. The aim is to create reliable digital records while protecting the original material.
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