Ask anybody what document scanning is, and they will probably say it involves using the scanner function built into the company copier. They might add that it is a laborious task processing one page at a time by either placing the document on the flatbed of the machine or using the auto-feed tray. This is not a very exciting job for the user but usually satisfies day-to-day office requirements.
What if you need to scan a book, preserve a historical document, or scan very delicate archival documents? That makes the task more complicated. Finding the right solution for these purposes may require a specialized process and technology.
Which Scanning Technology is Right for the Job?
If you are looking for something more sophisticated and capable than the office copier/scanner, your search will probably uncover a variety of “scanning” services, such as:
- Bulk document processing – Scanning multiple documents using high speed scanners and feeder systems. It’s really all about productivity.
- Large format – Scanning documents bigger than your standard paper sizes (e.g., engineering drawings, archival drawings, artwork and artifacts). High production capacity combined with large format scanning can be a big plus!
- OCR – Scans, recognizes and converts printed text to digital text or documents for editing and search purposes. This breakthrough legacy technology has transformed how we manage data and helps enable the “paperless” office.
- Microfilm and microfiche – These are older technologies that produce images on film for miniaturizing and preserving documents. Now microfilm and microfiche can be scanned and digitized with excellent resolution quality.
- Offsite scanning – For some organizations, allowing documents to leave the premises is a sensitive issue but keep in mind the rigorous safeguards that certified vendors like NEdocs must maintain when handling client documents. In some cases, the documents are even safer. Plus it frees up closets, file cabinets and storage space.
Each of these services offers a benefit to users who need to perform common scans of most kinds of business documents. But general document scanning services (and scanners that consumers buy) will not provide the technology, support, and expertise necessary for more complex projects, such as scanning books or archiving and preserving historical documents or even fine art. For these situations, you will need an expert in scanning technologies, processes, software, and camera equipment.
Tackling Complex Scanning Projects
Let’s take the example of a museum curator who discovers a treasure trove of historical books and artifacts that need to be preserved and archived. The administrators realize that this is not a project for a clerk standing over a copier machine, scanning rare books page by page. What should they do?
The best practice would be to consult with an expert who can provide advice on the right technology to manage this type of project. NEdocs has decades of experience in high quality scanning of archival material. For example, we use technology and equipment from world-renowned Zeutschel, which has developed technology to archive not only “bound originals such as books or large-format documents like magazines, but the focus has now widened to include other original material such as films, slides and coins.”
Zeutschel has commented that other camera systems used for archiving typically have limitations affecting productivity such as user-friendliness and the ability to reproduce high-quality, fine detail results. Professional overhead scanners may offer improved features but often cannot handle different types of original materials such as transparencies.
By utilizing Zeutschel equipment, NEdocs provides customers a premium scanner and photographic studio under one roof. Plus the machine is designed to handle volume production. Simply stated, not only is our Zeutschel system like a museum-quality camera, it’s a workhorse!
Jörg Vogler, CEO of Zeutschel GmbH, has said, “The new system bridges the gap between scanning and photo studio applications and therefore combines the best of both worlds. This means we can digitize almost anything – stamps and coins, films and glass negatives, as well as books and large-format originals.”
The system is controlled by the OmniScan software, which has been proven in numerous digitization projects and which, combined with the user-friendly design, ensures optimized process control.
NEdocs now has considerable production experience using the Zeutschel system and our technicians are impressed by its quality and ease of use. Our team now performs book and archival scanning operations much faster with the highest quality images thanks to leading edge software integration and premium optical hardware.
For further information about how to optimize all of your scanning needs, or to set up a demo, call NEdocs today at (603) 625-1171.