Scanning, sometimes called document imaging or capture, is simply making an electronic version of a physical document. When a paper document is converted to an electronic version, it can be more easily stored and retrieved. In addition, through role-based security, the document can be more securely shared while increasing access. Back scanning converts large quantities of existing paper records to electronic documents. In some cases, scanned files can be automatically indexed into a folder system.
Scanning requires some setup, so that the documents can later be retrieved. Our IT Application Analyst can help you select the best method to scan, as well as manage the creation of the folder structure, security and scanning paths. To submit a project for scanning, go to Get Started and submit a project.
Scanning can be accomplished with:
- Departmental Multifunction Devices (MFDs): MFDs are suitable for scanning in most departments and in most cases. We recommend departments consider using their MFDs for scanning first before investing in a new scanner.
- Automatic Document Feeders (ADFs): ADFs are high-speed scanners, which can route documents directly to destination folders. If you wish to invest in an ADF, you will need to fund the hardware and additional licensing. For more information, go to Scanner Guidelines.
- Outside Vendors: When the quantity is high and budget is available, it can be more efficient to outsource the work to a state-approved scanning vendor. Outside vendors will deliver the scans as files on CDs and the files can be imported into the system. Linking is done by the vendor. reflected in the file names, and applied by the Import Agent and/or Indexing iScript. The vendor will need instructions to scan the documents and name the files correctly to optimize the efficiency for importing them.
If you prefer to outsource a back scanning project, several departments have used a local vendor, Jayhawk File Express, for their back scanning projects. Please involve the KU IT Scanning and Document Workflow staff in your meetings with Jayhawk File Express.
There are three steps to the scanning process:
- Scanning: Taking a physical piece of paper and running it through a scanner. This also includes ensuring that the document was scanned correctly — not upside down, too dark or otherwise flawed. Within ImageNow, our scanning and workflow solution, this is also referred to as QA.
- Indexing: This is the process of assigning "keys" to the document. It tells the system what it should call this document, and details the various ways you can try to find the document in the future. In the same way that you put a document in a folder in a filing cabinet, you need to assign keys to a document so that you know how to find it in the future. This is also referred to as linking. For more on indexing, see Document Organization.
- Retrieving: Once a document has been stored in the system, you need to be able to get it back and view it. Retrieving a document is done by searching on one or more of the index keys. In the same way that a good filing system allows for easy retrieval of paper documents, a good index key system allows for easy retrieval of electronic documents.