Managing Large-Format Documents

By NE Docs | August 16, 2018

Managing Large-Format Documents

Large-format paper records, such as maps, blueprints, drawings, and images are a part of doing business. Architects and engineers use them, as do municipal/state/federal government agencies. But storing these dimensionally-large paper records take up a lot of space. Additionally, safely handling and preserving them over time can be a painstaking hassle. Wrinkles, tears and fading ink contribute to diminishing their integrity and use. Scanning them offers savings, better access, and greater longevity.

Avoid Bulging File Cabinets and Ripped Documents

The dimensions of many large format documents create a problem with storage and maintenance. Laying them flat instead of rolled or folded does little to free up the required office space. For example, standard engineering document dimensions can range from 8.5 x 11 in. (ANSI A) to 34 x 44 in. (ANSI E).

file drawers

Of course, physical documents are always subject to wear and tear during use. Common document papers, such as bond, mylar, vellum, and photo paper degrade over time subject to storage conditions.

With today’s technology, there are no legitimate reasons for your office to be cluttered with file cabinets packed with these large documents in physical form. Here’s why:

  • Physical documents can be easily scanned into digital documents.
  • Digital documents remove the risk of physical document wear and tear.
  • Digital documents are easier to access, transfer and store.
  • Digital documents can be easily printed when necessary.

 

Scan to Recapture Space and Improve Document Longevity/Access

Technology now allows you to scan these documents and store the digital files on a server. Users can then easily access them from any digital device, including desktop, laptop, tablet, and even cell phone.

By converting your large-format documents you will be able to:

  • Preserve documents: keep historical documents and document versions in pristine condition not possible with physical documents
  • Minimize loss of data: prevent information degradation due to environmental conditions, such as moisture, humidity and light, as well as physical theft of documents.
  • Gain instant access: allow your employees, auditors, constituents, and designated stakeholders immediate, self-service access to your important documents.
  • Increase space: reinvent space currently filled with filing cabinets.

By consulting with your document management expert, you can receive the appropriate advice about procedures and best practices for scanning your large-dimensional documents. For further information about scanning your documents, feel free to contact one of our specialists at (603) 625-1171.

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