How to Plan, Resource and Manage a Large Scanning Project

How to Plan, Resource and Manage a Large
Scanning Project
Introduction
Most organisations have a physical document
archive that has grown over many years. This can
include filing cabinets, bookshelves, archive boxes
or Compactus shelving that store a litany of different
business documents.
In recent years electronic document records
management systems (EDRMS) have replaced
physical document archives as the primary store
of business documentation. As the vast majority
of new documents are now ‘born digital’ the trend
towards electronic document management will
continue.
Office managers & document controllers are now
faced with a dilemma; how to make the new and
old system work together?
There is usually a clear business case to get at
least some of these physical records imported into
a document management system. The process of
scanning physical records and preparing them for
import is known as Digitisation.
This white paper deals with the questions and issues
that may arise when digitising a large quantity of
documents. It details the basic steps required to
plan, resource and produce a large archive scanning
project.
Not everything in this document is applicable to
your scanning project, but this approach covers
most of the issues an organisation is likely to face.
1. The business case for digitising
Aged document archives aren’t always a high priority
for many office managers and document control
teams. Most office managers agree that physical
archiving is not an ideal way for storing historical
documents. If you’ve put off the decision to digitise
it’s understandable. The decision can be delayed but
ultimately a choice to either destroy, put in long term
storage or digitise must eventually be made.
Not all of these documents are important to the day
to day requirements of the business. The argument
for digitising the ones that are is very strong. By doing
so you’ll automatically extend all the benefits of your
electronic document management system to these
documents. The business case for this is similar to
that of installing an EDRMS.
Reason 4: Maintaining Archive Integrity
Physical archives deteriorate over time and loss of
image can occur. Files can go missing and papers
returned to the wrong location. This in turn can
make the index less reliable. Digitising the archive
preserves the integrity of the archive from the time it
was scanned and stops the process of misfiling.
Reason 5: Future Proofing
Your organisation cannot predict what will happen in
the future. Legal challenges may require evidence of
original documentation. Critical design flaws in the
future may require reference to original plans. As
buildings are designed to last for more than 50 years,
it’s unlikely your predecessor will be able to find those
blueprints from 2002 in 2052 unless they’re in a
searchable place.
Here are some basic reasons why businesses choose
to digitise their most important documents.
Reason 1: Reducing Storage Costs
Rent for Perth office space is at a premium. Costs
associated with filing cabinets and shelving include
the floor space they occupy. Reducing the number of
these in your office can reclaim thousands of dollars.
You can downsize, or use that space in a way where
it can create revenue. Offsite storage can reduce
the cost, especially for those in the CBD, but it can
introduce its own unique problems and ongoing costs.
Reason 2: Reducing Retrieval Costs
A large part of the cost of your archive is the time
it takes to retrieve documents from it, especially if
it is stored off site. It takes considerably less time
to retrieve an electronic document stored in your
EDRMS.
Reason 3: Surviving a Disaster
In the event of a disaster or accident, physical
archives are at risk of fire & water damage. Scanning
your archive allows you to create multiple copies of
these documents and store them in separate locations
across the business. Business interruption is therefore
reduced to a minimum.
All office managers and senior document controllers
will eventually be faced with the decision to either
destroy, store or digitise parts of their ageing physical
archives. One of the main purposes of this white paper
is to give you a brief understanding of the decisions
you may need to make when considering, planning for
and implementing a large archive scanning project.
2. Creating an Project Outline
Planning a scanning project is more complex than
getting yourself a scanner and generating images.
To run a successful project you must start by asking
yourself why you need to scan. Having a strong and
logical rationale behind your project is a must. We
recommend that you take a phased approach to
investigating the different parts of your project. Take
a look at the suggested phases below. Each one
contains questions that you will need to answer before
you get started.
2. Risks to Business Processes
• What will digitising do to existing business
processes?
• What are the risks in digitising certain types
of records?
• What level of risk is acceptable to each process?
• What are the risks associated with disposing
of hard copies both now and in the future?
• If you are unfamiliar with risk assessments,it
might be an idea to call in a consultant.
Phase 1 - Get Clear on your Intent
• What’s the intent behind your plan?
• What are the desired outcomes of a successful
scanning plan?
• What potential pathways can you take to reach
those objectives?
• What sort of equipment or technology will you
need and how will it be set up?
• What sort of quality control processes are needed
to ensure that the scanning project produces the
desired outcomes.
Phase 2 - Get Management Support
Once you can articulate the ‘why’ of your project you
must get management on side. If it doesn’t align
with the business strategy your project may not even
commence. Scanning projects end up affecting many
different areas of a business, so without ensuring
management support, you won’t get it off the ground.
Phase 3 - Analyse the Risks
Like all business projects a scanning project will
introduce new risks to your business. You’ll need to
identify these risks, assess and then resolve them.
Risks may fall into one of two categories:
1. Legislative & Compliance Requirements
• What if we need to litigate? Will the digital records
hold up in court.
• Are there any legislative requirements around
storing
Phase 4 - Technology Choices
Digitising is a technology based activity so it goes
without saying you’ll need to consider the technological
requirements of your project. Consider:
•
•
•
•
Hardware and software requirements
Data storage requirements
IT support staff requirements
Budget
Do you have everything you need in-house? Will you
need extra money or resources? Do you have the
management experience to be able to cover all parts
of the project? If not, you’ll need to find a reliable
source of information to help you with these questions.
Phase 5 - Scanning Processes
As part of any scanning project you’ll need to develop
a detailed workflow for the entire process. This must
cover everything from receipt of documents right
through to disposal or long term storage. To see the
detail you may require, we’ve provided an example of
the Clockwork scanning process in figure 1 (overleaf).
Phase 6 - Quality Control
Quality control is an essential element of any scanning
process. Without it the images produced may not be
fit for their intended purpose. It’s not just about
checking the quality of your images. Staff training,
machine calibration and IT improvements must also
be considered. Without quality control, your project
can be quickly put into jeopardy.
Figure 1- A Reliable Process Design for a Large Archive Scanning ProInitiate Digitising
Investigation
Digitising Flowchart
A Reliable Process Design
In Principle
Executive
Support?
Start / Stop
Document
Process
Decision
Subprocess
Clockwork
Processes
No
Consider the following
stages for planning your
project (you may not
need all of them.)
Stop
1. Initiation
2. Fact Find
3. Scope
4. Objectives
5. Options
6. Requirements
7. Resourcing
8. Costings
9. Risks v Benefits
10. Timeline
11. Dependencies
12. Key Personel
13. Procedures
14. Operation
15. Quality Assurance
16. Reporting
17. Closeout
Yes
Fact Find & Define
Scope & Objectives
Assess Project Options
Assess each option
against the scope and
objective & determine
requirements, resourcing
and costing for each. An
example is shown below
for the ‘Resourcing
Option’.
Business
Process or
Project?
Investigate the required
management resources to
perform all functions on
this path i.e. Can
management:
1. Investigate, build and
iterate processes
2. Control project quality
through robust quality
monitoring processes
3. Provide information
technology support for
build and operate
4. Enforce policy when
project is live
Centralised or
Decentralised?
On Demand
or Batch?
Assess
Management
Requirements
Resourcing
Options?
In House
Option
Outsource
Option
Assess Providers
Assess Skills
& Staffing
Requirement
Request More
Options
Provider
Quote
Assess Enabling
Technology
Requirements
Assess Capacity
to Build
Production &
QA Process
Assess
Providers
Projected
Costings
Assess Risk for
Each Option
Projected
Costings
Prepare a business case
for favoured options &
submit to executive
Executive
Decision
Procure Enabling
Technologies
(Tender)
Design
Production
Procedures
Assemble
Management
Team
Design Quality
Monitoring
Procedure
Source & Train
Staff
Run Pilot
Design
Exceptions
Processing
Strategy
Design Staff
Training
Procedures
Iterate
Procedures
Select In House
Option
Terminate or Delay
Project
Select Outsource
Option
Existing process templates
can speed up planning and
prevent replicating work
but these may need to be
modified to meet your
objectives.
Stop
Brief Clockwork
& Set Timeline
Review Proposed
Production
Procedures
Review Proposed
Quality
Monitoring
Procedures
Run Pilot &
Review Report
Image processing is a
specialist field and there are
many advanced options for
your to consider. If you are
unfamiliar with the archive
scanning options available
you may wish to consult an
expert.
Run Continuous
Scanning
Iterate
Procedures
Run Continuous
Scanning
Image Processing
Image
Enhancement
OCR
Processing
Metadata
Processing
Compression
Quality
Assurance
Loop
Quality
Assurance
Loop
Quality
Assurance and
Monitoring
Rebind, Box &
Transport Source
& Digital Files
Image Processing
Image
Enhancement
OCR
Processing
Metadata
Processing
Compression
Quality
Assurance and
Monitoring
File Processing /
Import into
EDRMS
Rebind, Box &
Transport Source
& Digital Files
Retention or
Disposal
Procedure
Reporting to
Client
Stop
3. Scanning Processes in Depth
Now that you understand the big picture the detail
starts to become more important. We’ve listed some
of the basic elements to consider when looking at
scanning processes in more depth.
Step 1: Pre-sorting
Not everything in your archive is of value. Rather
than scan every item, you may choose to presort
the archive, selecting the important documents and
discarding the rest. Pre-sorting can be a difficult
and time consuming job that requires knowledge
about what is and isn’t important. A skilled person is
required to carry out this task.
Step 2: Document Transport, Security
and Retrieval
If you’ve got multiple sites or offsite storage you should
consider how to securely transport your documents.
Once archiving boxes are being moved you’ll also
need to know where they are at any point in time.
On occasion you may need to retrieve a document
from one of these boxes. Clockwork provides courier
services to and from your business. This makes for
secure, fast and easier retrieval of your documents.
We can store all or part of your boxes on site, or
arrange to collect and return boxes on completion at
regular intervals.
Step 3: Dis-assembly Instructions
Your archive will contain loose sheets of paper, folded
plans, bound items, booklets, albums and folders.
Sometimes entire ring binders and even books with
spines can be present in your archive boxes. You need
to know up front how to deal with each item. For
example if scanning a book, you can choose either to
guillotine the spine & scan each loose page, or scan
the book page by page if books must remain intact.
The decision has implications for the cost and time
frame of your project. When deciding, consider what
will happen to the originals after scanning. This may
help you to choose the most cost effective method.
Step 4: Scanning Technology Requirements
Different items in the archive will require differing
technological equipment. Scanning including A3
sizes or smaller will require a small format scanning
device. Anything larger than A3 will require a large
format scanner. Irregular items or items with high
relief may require a photographic service. You may also
require specialist services for scanning photographic
negatives, microfiche, magnetic tape and other
obsolete physical & digital archiving technologies.
This becomes especially important when your archive
contains historic documents.
Step 5: Error Checking & Recording
Not every single page will be scanned correctly
first time every time. Checking for errors (loss of
information, missing pages, unreadable image) is one
of the most critical processes in successful scanning.
It takes special skill and attention to detail to find
these errors and to ensure perfect results. You will
need to determine how much time you wish to spend
checking scans.
Sometimes general content is sufficient. The odd
crooked page may not be a major concern for your
scanning project provided all information is captured.
Other times perfection is imperative. We can
offer different levels of service depending on your
requirements. Whatever your requirement expect it to
impact the cost. Even then exceptions do occur.
Coordinating and recording what has already been
scanned is essential to prevent duplications and
exclusions in the archive scan database. Look for a
system that has fail safe mechanisms to ensure the
scanning has taken place.
3. Scanning Processes in Depth (continued)
Step 6: Quality Considerations
Depending on the reasons behind digitising your
archive you may opt for different levels of image
quality. For example if your archive is for legal
purposes you may need to scan at the highest
quality level that preserves all information, including
colour, borders and notes such as Post It Notes™.
Alternatively if your archive is for information only you
may opt for a lower level of quality, for example black
and white scanning that ignores information in the
margins or handwritten notes. This choice should be
made considering your current needs and the possible
future needs of anyone who will use the archive.
Step 7: File Processing Instructions
Processing your data. Basic processing rules include:
• Choose a file format
eg; pdf, jpeg, tiff
• Choose a file naming convention
eg; drawing #, file #, title, contract #
• Rotation of landscape images or keep documents
in portrait orientation
• Insert bookmarks
eg; by index or tab, by section or sub-section
• Colour or BW
• OCR data for search capability
• Add metadata
There are many more settings to consider before you
start.
Step 8: Exceptions
Archive boxes commonly contain older electronic
formats like Zip discs, USB storage and CDs.
You will need to provide the operator instructions
on how to handle these. Some boxes can include
damaged materials, imprinted materials or faded
blueprints. You’ll need to know what to do with
these items when it comes time to scan them.
Step 9: Re-assembly
The scanning process will strip every document
so that it can fit through a scanning device. You’ll
need to provide instructions on whether you want the
document re-assembled. Choosing not to reassemble
can save considerable time and cost. You can choose
to reassemble as per the original or stack neatly
clipped or wrapped without re-assembly.
Step 10: Upload and Storage Methods
Archive scanning generates significant volumes of
data. You’ll need to know where this data will be
stored, how it will get there. Clockwork can help
with the process of uploading to a site like Aconex,
Documentum, EMC or integrate with your custom
document management system on request. It can also
be stored on a Hard Drive or disc.
Step 11: Treatment of the Originals
Once your documents have gone through the entire
process you’ll need to decide what to do with the
originals. You can opt for secure destruction of all or
part of the documentation. Clockwork can arrange this.
Alternatively you may choose to retain the physical
documents and store them accordingly. Of course the
more thorough the scanning process the less likely it
is you’ll need to retain these documents.
4. Resourcing
You know the ‘why’, you’ve got management on board
and now you know the ‘how’. What you need to answer
now is ‘who’. Who’s best suited to operate this project?
Option 1: Contract a scanning service
This is the easiest & fastest method. Contracting a
scanning service:
• Requires no project management resources.
• Offers the most experienced operators for fast and
qualative execution.
• Provides industrial rated scanning equipment
which includes speciality services such as
microfiche scanning and photography, fragile
document scanning and document repair.
• Facilitates continuous processing.
• Offers documented processes for Quality
Assurance.
• Presents advanced processing options for you to
consider.
• Externalises management risk onto another party.
This method is recommended if you have no
management experience in this area, if the archive is
too large, too complex or if a time line is presented
where the business does not have the resources to
complete by due date. It will eliminate the need
to employ and train human resources and ensures
smooth and continual operation of the project which
will require minimum input from you. Typically
organisations who don’t have dedicated document
management teams will choose this option.
Option 2: Use existing staff & premises
Depending on the size of your project and the experience
of your management team, you may have capacity
within your organisation to run an archive scanning
project. Building your own scanning team:
• Requires project management resources to
design, plan, execute and maintain essential
project functions.
• Allows you to recruit experienced operators
sourced by your HR department. Requires
dedicated office space.
• Requires increased budget to purchase or rent
specialist scanners. Note that you may still need
to outsource particular documents that are too
large or difficult to scan.
• Can impact on the day to day workload of your
document control team.
• Presents advanced processing options for you to
consider.
This option is generally considered by large
corporations with dedicated document control teams.
It requires backing from HR and both internal and
external training from scanning equipment providers.
Scanning can be laborious which can make it difficult
to retain staff who are not dedicated or specialised
to scan and check with a high rate of accuracy.
Document management staff are highly skilled, so
deploying them to work in an archive scanning project
may not be the most effective use of resources.
Option 3: Using part time staff and renting or
buying a dedicated scanning machine
For small projects of low importance part time or
casual staff are sometimes hired. This is the most
hands on approach but also the slowest as part time
staff don’t always have the speed or accuracy that
of trained document controllers or reprographic staff.
Choosing this method means:
• Management is required to make all project
decisions as temp staff may not have the authority
or experience to make critical judgements.
• You’ll need office space.
• Basic scanning equipment required.
• Quality Control can be difficult, especially if the
staff regularly changes.
This method is suggested for small projects where
scan quality and QA is not as important. For larger
projects resourcing this option may not the best value
for money.
5. Procurement
Should you choose to resource this project by
contracting our scanning service, a quote for this will
involve many variables.
Below is a list of procurement tips for you to follow:
Tip 1: Have enough information on hand
We commonly get clients asking for a fixed price per
box without knowing how many documents, type
of documents or the state of the documents. Be
prepared to invest some time so that you can provide
counts for an average archive box. Include in your
counts the percentage of A4, A3 and larger than A3
in those documents.
Also the percentage of colour versus black and white
should you wish the job be scanned in colour. The
condition of the documents can be many and varied
eg: old, matted, stapled, clean and folded. There can
be receipts, invoices and journals. The list is endless.
The more detailed the information provided the more
accurate the quote is likely to be.
Tip 2: Look for value and know what is
included in the price
Archive scanning projects are labour intensive and
require constant management. A very low scanning
quote can mean lax management which in turn can
compromise the quality and integrity of the final product.
Make sure you ask for a detailed and itemised list of
what is included in the price. Low quotes may appear
attractive, but once the project has been completed
you can suddenly find that basic items have not been
included and charges will in turn be passed on to you.
Tip 3: Find a specialist
Look for someone with experience and references who
can provide case studies. No supplier can provide a
reliable quote without requesting at least some basic
information.
Find a supplier who is prepared to visit and inspect
your archive on site. If this is not possible send a
sample to the supplier to quote or send photographs
of your archive.
6. Clockwork’s Approach
Clockwork has a systemised scanning process which
can offer you good value for your scanning dollar. The
process is designed to be reliable so that you are not
left disappointed about the product you will receive or
confused about the product you have paid for.
The Clockwork process includes:
• Interviews with the team who is commissioning
the project and the end users to uncover what
needs to be done.
• Questionnaires to further clarify your basic
requirements.
• A site visit and document inspection
• A project plan.
• Customising all aspects of the project to suit your
specific needs.
• A scanning trial to provide a refined quote and
timeframe and to validate procedures.
• Clockwork has proven its archive scanning
credentials on a number of large projects. We’ve
listed a few case studies here.
Verve Energy Scanning Project
Muja Power Station Library: Clockwork scanned the
entire library of documents for Verve Energy’s Muja
Power Station located in Collie, Western Australia.
This archive included books, manuals, handwritten
documentation, typed and word processed documents,
transparencies, blueprints, compact discs and more.
Documents dated back to 1963. A finish date was set
and Clockworks reliable team completed the project
on time.
Arccon Build & Construct
Arccon contracted Clockwork to scan their entire
building archive. Arccon had no fixed deadline for
this project, so the plans were scanned at a slower
rate than normal for a reduced price. The archive
included blueprints, plans and specifications for all
completed construction projects. Specific benefits of
the ‘background scanning’ approach is a much lower
cost. Arccon saved thousands of dollars compared to
an on-demand scanning project.
Crown Casino
Crown Casino contracted Clockwork to scan thousands
of plans from their plan archive. With up to date
software a plan register was created categorizing
the drawings by: title, author, location, description,
discipline and latest revision. All Data was entered
onto an easy to follow spreadsheet. This was done on
a month by month basis with the return of scanned
originals complete with hard drive and report. Our
courier service picked up new plans weekly which
maintained a consistent flow for the project.
For more information about this
whitepaper contact
Gino Dilello
Sales Manager
RCR Tomlinson Engineering
RCR Tomlinson amassed 15 years worth of printed
plans in their engineering department in Welshpool
for various engineering projects. Plans were stored onsite in a workshop and were at risk of being damaged.
RCR contracted Clockwork to scan a minimum
number of plans each month for an agreed value.
The project continued on a month to month basis,
allowing RCR to accurately budget the cost of their
project as a service.
(08) 9321 0877
[email protected]