Why Document Prep Time is So Consuming
Document prep prior to scanning is the foundation to an expedited scanning process. Each file is “like a box of chocolates, you never know what your going to get.” During a document scanning project, I noticed the Capture Team had collected an assortment of used staples and binder clips. When you area faced with containers full of staples and binder clips, it becomes apparent that there is a lot more to consider when prepping documents for scanning. These are remnants from the first fifty-five boxes out of 150 total, and just one-third of the boxes on this specific project. This is the perfect visual aide to demonstrate the tedious amount of work that goes into document prepping.
When you only remove one or two staples at a time, you cannot fathom the impact document prepping has on the project time. Document prep is tedious, requires attention to detail, is time consuming task, and thankless job. There are instances that customers have delivered prepped documents for scanning and we have found staples, post-it notes covering vital information and legal pages folded to fit inside the banker box. The boxes had clearly been prepped, but there were STILL staples that slipped through the cracks. These problems must be correct before scanning to ensure that your documents and the information it contains will not be compromised.
These staples don’t only reside in file folders, but also in three ring binders, envelopes and in folders that have prongs to hold the documents. Document Prep is also removing the items from the storage location. If paper is in a 3 ring binder, it must be removed, and THEN address the staples and binding. The same would apply in culling the documents folders, envelopes and those 2 prong file folders. Of course, the question to re-prep also is up for consideration.
To have more efficient and effective scanning procedure, it is vital to prep all the documents beforehand. This expedites the scanning process exponentially. Over the years, we have learned to charge for document prep time rather than a flat fee per box. Sometimes the projects are quick and painless, other times it is time consuming. You never know what is lurking behind the lid of a banker box.