Archive scanning services convert boxed records, bound volumes, maps, photographs and film into indexed digital files that staff and researchers can search. Outsourcing an archive works best when you choose the right mix of on-site and off-site scanning, agree on indexing before the first box is opened, and plan how the files will be delivered. Smooth Solutions, a DMI company in Lodi, New Jersey, has scanned archives since 1996, and its controls are SOC 2 compliant and HIPAA-compliant.
What an archive scanning project includes
An archive is rarely one format. A typical collection mixes loose paper, bound ledgers, oversized maps and drawings, photographs and, in many cases, microfilm or aperture cards. A good provider looks at the whole mix before recommending equipment, because each format needs different handling.
- Loose documents and folders. Prepared, de-stapled and scanned in their original order, with folder labels captured as index data.
- Bound volumes. Scanned face-up on overhead or cradle systems so bindings are not forced flat.
- Large-format items. Maps, plans and drawings captured at full size.
- Film. Microfilm, microfiche and aperture cards converted at DMI’s film lab, which repairs damaged film before it is scanned.
For fragile and historically significant material, see our historical document scanning service.
On-site or off-site
Some archives can travel and some cannot. Smooth can scan on-site anywhere in the US, so irreplaceable or restricted records never leave your building, or it can take them in through secure pickup or ship-in by UPS, FedEx or LTL freight. Many projects use both: the most sensitive series are scanned in place, and the bulk of the collection goes to the scanning facility. Our comparison of on-site and off-site scanning covers the trade-offs.
Decide the indexing first
Indexing decides whether anyone can find a record later. Before scanning starts, agree on the fields people actually search by, such as collection, box, folder title, date range, name or record type. Records that are consulted often deserve fuller indexing; deep archive series may only need box and folder level. Full-text OCR makes typed material searchable by content as well.
Image quality and preservation
Set the resolution, color mode and file format by the purpose of the files. Access copies for staff can be lighter, while preservation masters for historical material are usually captured at higher resolution in color. Ask for a sample batch from your own collection so you can judge the results before the full run.
How the files are delivered
Finished files can be delivered on encrypted drives or by secure transfer, named and foldered to your structure. If you do not have a system to hold them, WebDocs is simple, secure and affordable cloud document management, and every plan includes unlimited concurrent users.
What happens to the originals
Retention rules differ by record series, so your records officer should confirm what must be kept before anything is destroyed. Originals can be returned in their original order, stored, or securely destroyed with a certificate after your written approval.
Questions to ask an archive scanning provider
- How do you handle fragile, bound and oversized items?
- Can you scan on-site if some records cannot leave the building?
- How is chain of custody documented from pickup to return?
- What indexing do you recommend for this collection, and why?
- Can you convert microfilm and aperture cards in the same project?
- Will you run a free sample scan on our own material?
Smooth offers a free consultation and a free sample scan. Call 1-800-DMI-4210 or request a quote.
Related: microfiche and microfilm scanning and government document scanning services.
Frequently asked questions
What does an archive scanning service include?
Preparation, scanning, quality control, indexing and delivery of digital files, plus return, storage or certified destruction of the originals. A full-service provider also handles bound volumes, large-format items and film in the same project.
Should fragile archives be scanned on-site or off-site?
Irreplaceable or restricted material is often scanned on-site so it never leaves your building. Sturdier series can go to the scanning facility. Many projects combine both, and Smooth can scan on-site anywhere in the US.
How are scanned archives indexed and delivered?
Files are indexed to the fields your staff search by, such as collection, box, folder, date or name, and delivered by encrypted drive or secure transfer. They can also be loaded into WebDocs, cloud document management with unlimited concurrent users.
