Large format documents are common across many industries, including construction, engineering, architecture, and government. Documents like schematics, survey maps, blueprints, and engineering drawings contain important information that needs to be preserved, often for many years. However, their large and often variable dimensions make them difficult to work with and store, leading many businesses to digitize them for easier management.
While some businesses may consider scanning these documents themselves, others are wary of the challenges involved—and for good reason. When dealing with large volumes or sensitive materials, the process can get out of hand pretty quickly.
In this article, we’ll explore the challenges you might face when scanning large format documents on your own and why professional large format scanning services are often the smarter choice.
When Should You Consider Scanning Your Large Format Documents?
There are several reasons why businesses choose to digitize large format documents. Here are some common situations where scanning these oversized materials makes sense:
For Legal Compliance Reasons
Organizations with strict records retention requirements, such as healthcare providers and construction firms, are strong candidates for large format scanning. Retention laws often dictate that certain records must be maintained for years or even decades, which can be challenging when dealing with oversized documents. Digitizing these records ensures they are securely backed up and properly preserved, significantly reducing the risk of loss or damage over time.
A digital archive also simplifies audits and regulatory checks, as records can be accessed quickly and easily, helping businesses stay compliant without the hassle of searching through physical fil
To Solve Space Constraints
Storing oversized documents takes up a lot of space, and as more documents accumulate, the problem only gets worse. For businesses facing dwindling storage, digitizing these materials frees up valuable space for more useful purposes, and makes document management much more practical. Instead of relying on bulky storage racks or document tubes, digitized documents can be securely stored as digital files in the cloud, allowing you to reclaim lost office space.
To Improve Ease of Access and Sharing
Large format documents are often needed for collaboration or quick reference, but relying on physical copies can be slow and inconvenient. Scanning these documents makes them instantly accessible from anywhere, allowing teams to share and work on them more efficiently no matter where they are. This is especially useful when multiple departments or employees need access to the same files at the same time.
To Improve Organization
Storing large format documents in tubes, racks, or flat drawers can make organization a challenge. Not only do you need a consistent system for categorizing them, but each time a document is accessed, it has to be returned to the correct place to avoid disorganization. This can quickly become a hassle, especially when dealing with many documents or multiple users.
Digitizing large format documents eliminates these problems. Digital records can be stored in folders, easily categorized, and quickly retrieved by searching for keywords or data within the files. Unlike physical documents, digital copies can be accessed as often as needed without the risk of misplacing or mixing up records, keeping your information organized and easy to find.
To Preserve Historical Records
Many large format documents, such as old maps, architectural drawings, and newspaper archives, are truly irreplaceable, containing important information that needs to be preserved. However, these oversized documents are especially vulnerable to damage; they can easily suffer rips and tears and degrade over time, just like all paper documents. The risk is that relying solely on physical copies could mean losing that information forever.
Large documents can also be misplaced or stored incorrectly, making them as good as lost in some cases. Digitizing these records addresses these issues by creating digital copies that never degrade or deteriorate. Digital storage also allows for multiple backups, making it easy and affordable to keep duplicates, unlike the challenge of storing two versions of every physical document.
Two Approaches to Large Format Scanning: In-House vs. Professional Services
When it comes to digitizing large format documents, businesses face a choice: handle the scanning process in-house or hire a professional scanning company. Each option has its appeal—some may be drawn to the perceived cost savings of doing it themselves, while others may prioritize the convenience and expertise of professional services. Understanding the pros and cons of each approach can help you decide which is best suited for your needs.
Scan Large Format Documents In-House
Choosing to scan large format documents in-house can seem like a practical and cost-effective solution, especially for businesses with just a few documents to digitize. The idea of using existing staff and equipment may appear to save money upfront, but there are factors to consider that could impact the overall effectiveness of this approach.
On the plus side, managing the process internally gives businesses full control over the scanning workflow. You can schedule the scanning at your own pace, adjust priorities as needed, and ensure that documents never leave your premises. For sensitive documents, this added level of control may be appealing. Additionally, for small volumes or non-critical documents, handling the scanning in-house may be a convenient way to get the job done without the need to involve a third party.
However, the reality of in-house scanning often proves more challenging than expected. Most office or home scanners are not designed for oversized documents, which can result in low-quality scans, incomplete images, or even damage to the originals. There are many resources available on how to scan large format documents yourself, but maintaining image quality can be difficult, and the process can be time-consuming, especially when dealing with large volumes. The need to organize and manage digital files adds another layer of complexity, potentially leading to disorganized archives and lost data. Furthermore, investing in the right equipment and training staff can be costly, offsetting any initial savings.
Hire a Professional Scanning Company
Outsourcing large format scanning to a professional scanning company like SecureScan is ideal for businesses dealing with high volumes of documents or those that require high-quality, consistent results.
Using specialized equipment, we can handle any size or type of large format document with precision, ensuring that every detail is captured accurately. The process itself is also much more efficient, as our scanners can quickly process large batches of documents, significantly reducing the time needed to complete your project. This can be especially valuable when scanning is just one part of a larger initiative with tight deadlines.
You also get expert handling, ensuring that fragile or historical documents are handled with care. We also include indexing and organization of your digital files, and secure storage options to protect sensitive data. With these perks, businesses gain peace of mind, knowing that their documents are being handled by specialists who understand the unique challenges of large format scanning.
A potential downside is the cost, which may be higher upfront compared to scanning documents in-house. There may also be concerns about moving sensitive documents off-site, although we do offer onsite scanning as an alternative for an additional cost.
Despite these concerns, the overall savings in time, effort, and potential rework often outweigh the initial investment, making professional services the preferred choice for many businesses.
Why Professional Scanning is the Best Choice for Businesses
For businesses and government agencies, large format scanning can be a massive undertaking. The high volume of documents, strict indexing requirements, and the importance of security add layers of complexity to the process.
Professional scanning services tackle these challenges by offering a single solution that ensures accuracy, efficiency, and security throughout. Working with a professional scanning company gives you access to specialized equipment and skilled technicians who understand the demands of large format scanning. High-resolution scanners capture every detail, helping you preserve important documents like architectural plans, engineering drawings, and maps for years to come.
When it comes to large projects, the choice is clear. Professional scanning companies have the resources to handle large-scale projects quickly, reducing downtime and allowing teams to access critical information sooner. Their expertise extends to handling delicate or historical documents, ensuring that even the most fragile records are digitized with care.
Professional services also provide secure storage options, such as encrypted cloud storage or on-site scanning for sensitive files, offering reliable solutions for keeping digital records safe. With the peace of mind that comes from knowing your documents are in skilled hands, you can focus on other priorities without the stress of managing the scanning process yourself.
When DIY Scanning Makes Sense
While professional scanning services offer plenty of benefits, there are times when handling the process in-house is a practical choice. For smaller projects or personal use, the simplicity and lower cost of scanning documents yourself may be more appealing than hiring a professional service.
DIY scanning works well when you have a limited number of documents or when the quality requirements aren’t as demanding. For personal projects, like digitizing family photos, artwork, or smaller-sized documents, a basic home scanner or any one of the best mobile scanning apps available can often get the job done. Scanning your documents on your own gives you the flexibility to work at your own pace without needing to coordinate with an external service.
However, it’s important to keep in mind that DIY scanning is better suited for simpler tasks. Larger projects, oversized documents, or records that need high-quality reproduction can quickly become challenging without the right equipment and expertise. For those situations, the dangers of DIY scanning might outweigh the benefits.
Need Professional Large Format Scanning for Your Next Project?
Digitizing large format documents comes with its share of challenges. While DIY scanning may be suitable for smaller projects, businesses dealing with large volumes or documents containing sensitive information require the right expertise and equipment to ensure the project’s success. That’s where SecureScan comes in.
With more than 21 years of experience scanning large format documents, SecureScan understands the unique demands of these projects. Our technicians use state-of-the-art large format scanning equipment to capture every detail, ensuring that your important documents are preserved with the highest quality. Whether its architectural blueprints, engineering drawings, maps, or historical records scanning, we handle each project with the care and precision it deserves, regardless of their condition.
At SecureScan, we offer convenient door-to-door service, picking up your documents from your location and transporting them safely to our scanning facility. For businesses that cannot move their documents off-site, we also provide secure on-site scanning services. Our goal is to make the process as seamless as possible, allowing you to focus on what matters most.
If you’re ready to start your large format scanning project, contact us today or get a free quote from one of our scanning technicians. Let us help you transform your oversized documents into a well-organized digital archive.
