A practical guide to the complete professional document scanning workflow.
1. Scope the project
Identify the collection, document types, volume, condition, required outputs, metadata, access requirements and any restrictions.
2. Assess the material
Determine which records can use production scanners and which require flatbed, overhead or large-format equipment.
3. Prepare the documents
Sort, sequence and identify records. Remove or manage temporary fasteners where appropriate and retain important relationships between documents.
4. Capture the images
Use equipment and settings appropriate to the document type, condition and required quality.
5. Apply OCR where required
OCR can create a searchable text layer or searchable content for suitable printed documents.
6. Perform quality assurance
Check completeness, legibility, orientation, page order, file naming and technical requirements. NARA describes quality-control inspection and rescanning as necessary parts of digitisation workflows.
7. Create derivatives
Produce PDFs, JPEGs, OCR outputs or other agreed derivatives from the captured master images.
8. Deliver and document
Provide the agreed digital files and indexing information, together with any project documentation needed to understand the relationship between digital files and originals.
Frequently Asked Questions
How long does document scanning take?
It depends on volume, document condition, preparation, scanning specification, OCR and indexing requirements.
Can mixed document types be scanned together?
They can form one project, but different material types may need different equipment and workflows.
Can originals be returned after scanning?
Yes, subject to the agreed project and records-management requirements.
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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