What Is Large Format Document Scanning [Complete Guide]
Looking to map out a plan to meet your current and future needs for a large format scan in a cost-effective way? Are you having blueprints, architectural drawings, and maps that need to be scanned?
To get certified compliant,audit-ready, and secure scanning of these documents, you need to contact a reputed agency nearby that can deliver a reliable large format document scanning service.
Before you start the actual process, you need to know every detail that will help you to do the scanning job most efficiently.
This post aims to provide information on the process of large format document scanning, its benefits, and the challenges involved in the scanning and digitizing process.
What Makes the Large Format Scanning Different?
Most obviously, these documents have bigger sizes than normal. Therefore, the scanning process requires the use of special scanners such as flatbed scanners. The documents such as blueprints, engineering drawings require more physical handling.
If the size is too big, an overhead or planetary scanner is required. This is a labor-intensive process and can be pricey.
Because of the extra handling, and the slower speed at which most oversize scanners digitize records, large format scanning requires more attention and skilled staff.
What are the benefits of Large Format Document Scanning?
There are numerous benefits of creating digital copies of wide formats such as blueprints. It has been a priority in the business world as the businesses are expanding on a global scale. The digitization process makes the work easier with improved productivity, so do profits.
Here are some of the reasons why you need to get on the digitization bandwagon if you haven’t done so far:
- Digitization Improves Your Workflow
- Workplace Management is Easier
- Go Green and Boost Your Reputation
- Digital is More Secure
What are the challenges in scanning large format documents?
The biggest challenge of storage is a struggle for most companies especially when the companies have to change their offices. To save big files like blueprints, maps, etc. a separate room is required which is an added cost.
So, most of the architectural firms and other agencies having such outsized files have started digitizing these documents. However, there are certain glitches in the process. Some of them are:
The Cost factor and infrastructure:
Additional infrastructure, software tools, devices, and a skilled team are required for blueprints scanning and maps. It all requires a significant amount of investment.
For most businesses, though essential, data management is only a supporting service. They consider scanning documents as an add-on cost to their business.
Resistance to change
Sometimes, if the documents are too big( more than A0 size) , there is difficulty in scanning due to which you need to scan the document in parts. This of course is difficult to manage.
Maintaining accuracy will be a challenge and some parts of an important document could be missing. Additional scans will be required to digitize all of the information, which is time-consuming.
To scan, an image processing program will be required to put the entire thing back together. Such software can be expensive. In addition, an experienced professional will be required to reattach all of the parts of the document into one complete digital file.
The difficulty increases if the quality of blueprints is poor or faded. As a result, the scanner operator will have to be extra careful in order not to cause any damage and to get a clear image at the same time.
How Large Format Document Digitization Works?
The digitization process means that each of your blueprint, map, or engineering drawings is stored in central storage accessible to all. The following steps are taken to digitize a document having a bigger size than normal.
- Make sure the condition of the files is good. In some cases, you have to do initial preparations by doing manual work like flattening the rolled document, removing the marks, and coloring the faded lines, if they are not recognizable.
- Next, Your document scanning partner will digitize your documents with scanners designed especially for such file formats. These high-quality scanners are able to capture an entire document in one go.
- The scanned image is then loaded into a project management software or document management software to make it easily searchable.
What Happens After Your Engineering Prints, Architectural Drawings, and/or Blueprints Are Scanned?
Getting the files in image form does not complete the process. Now you have to make them reusable, handy, and easily available while maintaining the security. An electronic document management solution will be required to manage digital images.
A cloud document management system provides solid security, a consistent file structure that enables you to quickly find what you’re looking for, and instant access from any computer or mobile device.
You will understand better with this example: In an on-site emergency situation or during a natural disaster, cloud storage can instantly access building plans and share them with authorities so they can help evacuate the premises safely. It also ensures that every document is backed up and out of harm’s way, ready to use again as soon as business resumes.
How To Scan Large Format Blueprints For Cheap?
Here, we are trying to explore ways that can reduce the cost of the entire scanning, indexing, and digitizing process. Some of the factors that can make the scanning task budget-friendly are:
- Count the number of large documents to scan. Instead of going for small volumes, take out some time and go for bulk canning. The professional agencies provide the best price to match your allocated funds.
- If you don’t have a big budget, do the initial preparation by yourself. If heavy prep is required to get your documents ready for scanning, your cost will increase.
- When scanning records, we need a logical way to order, name and index each document. The least expensive way to index a box of records is to name them clearly. Remember,as the level of complexity increases for indexing your files, so does the cost of data entry.
- Finally, take an estimation or ask for a free quote from the company with whom you are hiring. Calculate the shipping cost too.
How much does it cost to scan oversized documents?
Surprisingly, the cost of scanning the wide documents is not very high. You can get them scanned at the price of $0.06-$0.11 per page.
However, for a detailed quote, you need to consider the factors discussed above.
In most of the case, the scanning cost depends on the size and type of the document.The table below can be helpful for you to get the idea about pricing;
- Size — 18x24 (Architectural C)
Description — Blueprint or Line Drawing
Price — -$1.99
2. Size — 24x36 (Architectural D)
Description -Blueprint or Line Drawing
Price — $2.99
3. Size - 30x42 (Architectural E)
Description — Blueprint or Line Drawing
Price- $4.49
4. Size — 36x48 (Architectural E1)
Description — Blueprint or Line Drawing
Price — -$5.98
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How to Choose the Right Partner for Large Format Document Scanning?
Leaving the cost factor aside, another important factor to consider is the turnaround time. You must partner with a company that can quickly finish the digitization process.
Other considerations while hiring a scanning and digitizing agency in San Francisco, CA are:
- They must be near your office location and ready to take your work by assigning a dedicated team.
- The scanning company must have the right equipment for the Job
- They should be doing the indexing and storing work using the latest software tools and techniques.
- The agency must offer the right document management software solutions for you
- Figuring out the difficulties that might arise in completing the job and foresightedness to manage large format document scanning might be a big job. But if you choose the systematic approach then it can be done efficiently in a budget–friendly manner and on time.
Conclusion
Improve your workflow, increase productivity, minimize stress, recapture storage space, go green, enjoy added security, and save money, digitize your large format documents today. It begins with a decision to look forward to.
We know how important high-quality digital images are to you. So, don’t hesitate to contact us with any questions you may have; we’ll get back to you right away.
We are among the best large format scanning services. You can rely on us!
