Paper scanning projects run the gamut in terms of size, scope, and complexity, and we’ve (almost) seen them all!
No paper digitization project is exactly the same as another, though there are a few common factors that will affect how long your project takes to be completed.
By the end of this article, our goal is for you to understand the various factors that will affect your paper scanning project’s timeline and to be able to create a general estimate of how long your particular project may take from start to finish.
What Is Paper Scanning?
Paper scanning is the process of creating digital files from your hard copy paper records.
You’re able to get your paper records scanned in a few different ways (DIY vs. outsourcing, on-site vs. off-site), and every project will have something unique about it. Our paper scanning process article lays out the steps we take to convert your records, and will help you understand what your records will go through if you decide to work with us.
The purpose of paper scanning is to provide you with digital records so you can stop using physical copies.
Timeline Considerations
To understand what can affect your project’s timeline, below is a list of common factors that drive a paper scanning project’s schedule and longevity:
Paper Scanning Project Examples
Below are three example paper scanning projects. They’re similar in many ways so that we illustrate how small changes to a project scope can affect the timeline.
Example 1
Quantity of Records: 300 boxes (~750,000 pages)
Content: Accounting Records
Paper Type: Office-size (8.5” x 11”)
Indexing Requirement: Folder Level
Estimated Milestone 1 setup, testing, and approval: 2-3 weeks
Estimated project completion: about 2-3 months after M1 approval
Explanation:
300 boxes of paper records is a medium- to large-sized project. What we typically recommend for a project of this size is break up the project into two or three batches so that we can complete each batch within a month and then cycle into the next batch. What will really drive the timeline is the condition of the records and the project specifics for indexing and organizing the files.
We’re using Accounting Records for this example, which is confidential information to our client, but it’s not at a security level such as medical records (HIPAA) or criminal records (CJIS) which would require additional security measures to be compliant in those areas.
Let’s assume that the physical records are in good condition (light wear and tear), are organized consistently in folders, and have the standard amount of fasteners (staples and paper clips) to keep some records together. All in all, a project that shouldn’t require too much preparation prior to actually scanning the records.
To digitally name the files, it’s simply capturing the information on the folder tabs and creating a multi-page file from the pages within that folder: for example, “June 2018 Expenses.PDF” is the resulting name, captured directly from the folder tab.
The M1 for this project should be about 3-4 boxes, depending on how many specific document types are represented in the overall project. The M1 is estimated to be ready for approval within two to three weeks. Once we receive your approval, the remaining records (~300 boxes) can be digitized within two-three months.
Example 2
Quantity of Records: 600 boxes (~1,500,000 pages)
Content: Accounting Records
Paper Type: Office-size (8.5” x 11”)
Indexing Requirement: Folder Level
Estimated Milestone 1 setup, testing, and approval: 2-3 weeks
Estimated project completion: 4-5 months after M1 approval
Explanation:
What you’ve probably noticed is that this example is the exact same as Example 1 except for a single change, the number of boxes to scan. 600 boxes of paper documents is definitely pushing into the “large” category so we’d again recommend breaking up the project into batches. At 600 total boxes, the M1 will typically be 5-10 boxes depending on how many record types you have, and then each cycle batch will be roughly 100-150 boxes.
Since all other aspects of the project are the same as Example 1, we won’t regurgitate the other details of the project; the big difference is the total number of boxes to be scanned. You’ll also notice that the timeline doesn’t necessarily double. In most cases with larger projects, we plan them out more strategically and set aside the resources and people necessary to keep the pace. This is compared to, say, a 20-box project that pops up and we fit it into the current schedule as available.
The M1 for this project should be about 5-10 boxes and is estimated to be ready for approval within two to three weeks. Once we receive your approval, the remaining records (~600 boxes) will be digitized within four-five months.
Example 3
Quantity of Records: 600 boxes (~1,500,000 pages)
Content: Police Reports (criminal records)
Paper Type: Office-size (8.5” x 11”)
Indexing Requirement: File Level
Estimated Milestone 1 setup, testing, and approval: 3-4 weeks
Estimated project completion: 4-5 months after M1 approval
Explanation:
For our final example, we’ll stick with 600 boxes of records but change it up a bit by saying that they’re police reports and require file-level indexing.
First, criminal records fall into the CJIS (Criminal Justice Information Services) category, which is a specific category of material security classification within our company’s operating method. Because of its designation as CJIS material, our IT and Production people are required to set up special groups of employees to work on the project, segregate network data, and other audit items based on the CJIS Security Policy. Doing this adds time and effort to all aspects of the project.
Next, the indexing is at the file level (as compared to the folder level in the other two examples), which in this case would be the case file level. Instead of capturing the digital naming information from a folder tab and naming all pages inside that folder as a document, we’ll now have to look at individual pages to locate and capture the naming data. For instance, a box of paper records has roughly 2,500 pages in it, and a case file might have an average of 5-10 pages. If the case files aren’t separated by folders, staples, barcode sheets, or some other such physical identifier, we’ll have to look at every one of the 2,500 pages to find the case number in order to capture it. To summarize, we’ll have to look at 2,500 pages per box, and from there capture and key 250-500 index points/case files. Now multiply that by 600 boxes and it’s quite the project!
The good news is that even though the indexing is much more granular, the most time that it’ll affect is the M1. Making sure we understand the indexing specifics, how the records change throughout boxes, and preparing our keying processes and people will add some time to the M1, but once it’s approved and we’re scanning the bulk of the project, the time to complete is about the same as the folder-level indexing project.
The M1 for this project will be about 5-10 boxes again, and with the new indexing requirement the M1 is estimated to be ready for approval within three to four weeks. Once approval is received, the remaining records can be digitized within four to five months.
Next Steps
Reach out to us today! Click the “Get Your Quote” button below, fill out the form, and we’ll quickly reply to you to discuss your project.
Further Reading
Check out some more articles about paper scanning and digitization:
“How Much Does It Cost To Scan A Box Of Paper?” addresses seven factors that will affect your scanning price including the number of records, the condition of your material, and indexing requirements, to name a few.
“The BMI Paper Scanning Process” outlines our 9-step process to take your records from hard copy to digital. Steps include tagging boxes with tracking information when we receive them, creating your unique job order so we can execute the project, and of course scanning!
“Choosing A Partner For Your Secure Scanning Project” describes what it means to scan secure records and some recommendations for you to consider when you’re choosing a scanning partner. When it comes to sensitive and confidential documents, it pays to be aware!