University Records & Information Management

Document Scanning/Digital Imaging


To start a scanning project:

  1. Select a scanner.
    • Purchase
      • Look for a scanner (whether Automatic Document Feeder (ADF) or flatbed) that can handle:
        • Color; File compression; Blank page and size detection
    • Borrow from University Records & Information Management
      • There are a limited number of scanners available for short-term (1-3 month) projects. Please contact URIM for more information.
  2. Prepare the documents.
    • Remove staples and paper clips
    • Repair tears
    • Place the documents in the preferred order
  3. Create a file structure on the network or hard drive for the scanned files.
    • This should be the same structure used to store the files in Box or SharePoint.
  4. Use a naming convention with the following considerations:
    • What will be the fastest way to identify the file in 5 years?
    • Don’t use special characters if they can be avoided. (#%&:<>?)
    • Bad example: Committee Minutes.docx.
    • Good example: Presidents Council 20150101 Minutes.docx
  5. Decide on metadata indexing – what additional data should be collected to easily find the document later?
  6. Begin scanning.
  7. Quality Control – ensure image quality and indexing are accurate.
  8. After quality has been verified and scans have been backed up (preferably on M-DISC), paper copies may be destroyed.