A successful bulk scanning project starts with a simple question: how will you use the documents once they are digital? Deciding that first makes it easier to choose the right file structure and avoid paying for work you do not need.
Whether you are organising office folders or a personal paper archive, use this checklist before requesting document scanning services in Greater London and surrounding areas.
1. Decide which documents belong in the project
Identify the folders, boxes or date ranges you want scanned. Keep material that is outside the project separate and label it clearly. Do not dispose of originals simply because you intend to scan them: decide your retention requirements independently and agree what should happen to the paper after delivery.
Make a short inventory, such as Box 1: supplier invoices, January to June; Box 2: project correspondence. This helps both sides discuss what has been handed over and how the finished files should be grouped.
2. Preserve the order that gives the documents meaning
A letter and its attachment may need to remain together. A divider may identify the next customer file. Before removing anything, check whether it carries information or marks a boundary between records. Tell the scanning provider which dividers, envelopes and blank pages have a purpose.
For a straightforward archive, one PDF per folder may be enough. For separate case files, agree how the start and end of each record will be identified. Avoid reorganising the same archive twice by settling the structure before physical preparation.
3. Agree preparation before removing bindings
Describe staples, clips, sticky notes, plastic pockets and bound material when you request a quote. Ask which preparation tasks are included and which, if any, you should do yourself. Do not force fragile pages apart or cut book bindings without an agreed method.
Loose notes can become detached from the record they explain. Flag them and ask how their position and content should be captured. For bound books, discuss the binding and condition separately from loose-sheet documents.
4. Separate unusual sizes and damaged originals
Tell the provider about torn paper, faint text, creases, photographs and oversized drawings. Grouping unusual items for assessment can make the requirements easier to understand, but preserve their relationship to the main record. Plans and artwork may need large-format scanning.
If you are unsure of the size, measure the sheet rather than guessing. Mention information written on the reverse. A drawing number, revision date or annotation on the back may be important even when most sheets are single-sided.
5. Choose a consistent naming convention
Use short, repeatable file names that help you identify the content. A structure such as project number, document type and date is often easier to manage than names chosen separately for every file. Agree date formats and explain whether each folder should produce one file or several.
Keep sensitive personal information out of file names unless it is necessary for your own workflow. Also explain whether you need to search inside the documents; file names and searchable document text solve different problems.
6. Agree a sample and acceptance checks
For a mixed archive, ask whether a representative sample can be reviewed before the full job. Check page order, orientation, legibility, colour requirements and file naming. If searchable text is included, try searching for a few words in different parts of the sample.
Agree the handover, digital delivery and return of originals before the work begins. Keep your inventory so you can compare the delivered folders with the agreed scope. Read our security and confidentiality information and raise any specific handling requirements when requesting a quotation.
Ready to describe your archive? Request a quote with your approximate volume, file structure and deadline.