Document Scanning Process in the Education Sector

Almost every industry has taken advantage of the current technological revolution and uses technology as a strategic advantage to improve productivity, reduce costs, and enhance customer service experience, and relationships with suppliers and other associates. Document imaging, the conversion of paper to an electronic format such as a TIFF, JPEG or PDF file, helps businesses store their scanned files in computers, which in turn, streamlines workflow processes. Such digitization of paper documents is flourishing in the education sector as it helps manage rising costs in the face of budget constraints.

Let’s look at the various stages involved in the scanning and document management process.

Main Components of Document Imaging in Education

Document Preparation: Document preparation is the first stage of the scanning process. Documents should be arranged batch-wise rather than as individual files so that they can be easily managing when the process is complete. Before scanning:

* Documents should be checked and staples, paperclips, or tags should be removed
* The documents should be kept unfolded and flattened to eliminate creases and wrinkles
* Tears in the documents, if any, should be repaired
* The documents should be arranged in a proper sequence

Scanning Process: Using scanners equipped with advanced technologies like ultra-sonic, double-feed and features for automated color detection and image processing will produce more precise and accurate images. Applying technology such as grayscale thresholding and compression improves the quality and usability of images. Paper documents can be reproduced in the required file format such as PDF, TIFF, and JPEG.

OCR Processing: Optical character recognition (OCR) software is used to convert printed characters to digital text format, which allow creating fully text searchable documents. This is really beneficial when comes to finding a particular document using a particular keyword or phrase.

Document Indexing and Organizing: Scanned documents are indexed with keywords such as title, name, address, and candidate reference number to make the search process easier.

Check for Quality: The digitized documents are checked against certain benchmarks to ensure that they meet quality requirements.

Storage: Digitally converted data is stored securely using the techniques such as encryption, user authentication or password protection.

Document Shredding: After completion of the scanning and digitization process, the paper documents that do not have to be retained are subject to shredding in an environmentally friendly manner.

Managing documentation in the educational sector is a big challenge. With limited budgets and scarce human resources, the process of managing paperwork takes time and money, which could be better allocated to teaching. However, carrying out the scanning and digitization process in-house can be a Herculean task due to the large volume of documents involved. It can also involve a lot of time and effort to sort and prepare documents. Relying on a professional document scanning company can resolve all these challenges. Established service provider that employ advanced technologies to carry out the digitization process are helping schools and universities enjoy the benefits of digitization at affordable costs.