So you want to scan documents…
Records management is here to help! If you would like us to scan documents for you, we would love to be part of your project. However, we need you to do some work first.
- We accept documents in bankers boxes. These are standard boxes that should be available through your department.
- Organize the documents in the box. Try to keep one document type or project together.
- Remove all staples, clips, rubber bands, loose tape, and anything else that might interfere with the scanner from the documents. Remove sticky notes that are covering important information. If sticky notes need to be scanned, then tape them securely somewhere they do not cover other information or on another piece of paper.
- If a document is smaller than half a piece of paper, tape it securely to a piece of paper.
- Unfold and unroll any documents that might have been folded and try to straighten them up.
- Describe as best you can the contents of the box including any relevant dates, any descriptors of the document, and any other metadata that will be helpful for the scanning team.
- Separate multi-page documents within the boxes with different colored paper or other markers, so the scanning team knows to create a new document.
Call for a consultation with the scanning team if you have any questions! We're here to help, and we can come to you to prepare your documents.