Challenges Of Paper Storage: The Science Behind Converting Paper

 

Converting Paper

Scanning Documents

One of the first steps in the digitization process is scanning paper documents into digital files. Scanning allows paper files to be converted into images that can be viewed, edited, organized and stored electronically. To scan paper files:

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- Place documents face up on the scanner glass or feed them face down into the automatic document feeder if your scanner has one. Make sure documents are aligned properly and free of creases or folds.

- Open scanning software like the one that came with Converting Paper your scanner and select settings like resolution, file format and page size. For most purposes, 200-300 dpi resolution as a TIFF or PDF file works well.

- Click the scan button and wait for the document to be captured. Most scanners can scan multiple pages automatically by using the document feeder.

- Review the scanned images within the software for quality and make any necessary adjustments before saving the file. Check for issues like shadows, glare or improperly cropped pages.

- Save scanned files to your computer in an organized folder structure with descriptive filenames. Using the original document name or a numbering system helps keep files orderly.

Optical Character Recognition for Converting Paper
Once documents are scanned, the next step is optical character recognition (OCR) to convert images into editable text files. OCR allows text within scanned documents to be selected, copied and searched.

- Open scanned image files in OCR software either one that came with your scanner or a third party program. Some scanning software has basic OCR built-in as well.

- Select the page or region within the page for OCR to analyze. Higher quality scans with clear, high contrast text yield the best results.

- Choose OCR settings like language, image filtering and output file format. Text (doc, rtf, txt) formats retain formatting while searchable PDF keeps images.

- Run the OCR process and wait as pages are analyzed. Modern OCR software is highly accurate but some manual text correction may still be needed.

- Review OCR'd text for accuracy, filling in any missing or incorrect text. Save files and export as needed.

Digitization Workflow Development
After learning the technical aspects, establishing an organized digitization workflow is important. Consider factors like:

- Project scope - What documents/volumes will be converted, timeframes and goals? Prioritize what's scanned when.

- Equipment & software - Do existing tools meet needs or do upgrades help long term? Budget accordingly.

- File naming conventions - Consistent, logical naming avoids confusion and aids retrieval.

- Metadata capture - What descriptive data like author, date gets attached as files are processed?

- Quality control - How are samples checked? What processes catch/fix issues consistently?

- Storage and accessibility - Where do digital assets reside and how find/use them long term? Consider file versioning, backups too.

Document Preparation Best Practices with Converting Paper
Proper document handling before and during scanning ensures high quality digital files that require less post-processing time. Here are some tips:

- Remove staples and paper clips that could jam scanners. Replace in archival plastic staples after scanning.

- Clean documents - Dust, marks, stains or other debris affects image quality and OCR. Gently wipe as needed.

- Straighten pages - Waves or curls don't scan flat and may require rescanning. Use weights if very curled.

- Repair Damage - Reinforce tears with archival tape on verso. Flag severely damaged content for possible manual transcription.

- Adjust light/color settings - Dark or light papers may require adjustments for proper exposure, contrast and clarity.

- Maintain page order - Number/label pages of disordered documents before scanning to save reassembling digitally.

- Check scanning frequently - Watch for errors like missing, duplicated or incorrectly oriented pages needing rescanning.

Digitization improves access to important paper information. With diligent preparation, accurate scanning, good OCR and systematic workflows, paper data can become well-organized digital assets.

Indexing and Keywords for Converting Paper
To organize and allow discovery of digitized documents, adding descriptive indexing and keywords is important. This involves:

- Reviewing content to identify important people, topics, locations, dates and other details worthy of cataloguing.

- Deciding an indexing schema or taxonomy - What metadata elements like author, title, subject, date will always be captured?

- Assigning consistent keywords and phrases to documents based on content using controlled vocabularies when possible.

- Entering keywords/index data into the associated metadata for each electronic file. Software may automate some.

- Structuring keyword lists, hierarchies and thesauri to relate terms and aid searching.

- Periodically evaluating index accuracy, coverage and consistency through sampling. Iteratively refine as needed.

Providing Robust Discovery
With documents digitized and robust indexing in place, the next step is enhancing discovery of the information. This involves:

- Implementing a database or other method to link files and their associated metadata/indexing data.

- Creating search interfaces that allow full text as well as structured searching across all metadata fields.

- Offering advanced search features like boolean logic and wildcards to refine results.

- Providing browsing of controlled vocabularies and thesaurus terms.

- Supporting filter and faceted navigation to drill down into results.

- Integrating with library catalogs or other finding aids for discovery through multiple access points.

- Analyzing usage data to improve relevancy of search outputs over time.

- Provide options to view, download or request digital assets once found through the discovery layer.

Well-designed discovery ensures maximum access and use of digitized information while supporting preservation of original paper holdings.

Quality Assurance in Converting Paper
Periodic quality assurance checks help identify needed improvements or issues requiring attention:

- Sample file audits check files against source documents - Compare scanned images and text for accuracy.

- Usability studies ask users to perform searches and tasks to uncover interface or workflow pain points.

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