Large-Format Document Management – A Step Forward To Digitization in 2022

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Large-format documents or paperwork like images, drawings, blueprints, and maps are essential parts of every business. Everyone uses them from federal/state government agencies to municipalities to architects and engineers. However, storing these dimensionally large documents is a matter of concern as it will consume a lot of space. Furthermore, efficiently handling, managing, and preserving them for years after years can be a rigorous struggle. Sooner or later, these documents will endure tears, wrinkles, and ink fade, resulting in plummeting use. Thus, scanning and digitizing these documents stand out as the best solution as it will not only avoid these hassles but ensure better access, cost savings, and longevity. This article on “Large-Format Document Management – A Step Forward To Digitization – 2022,” will explain you how to digitize and manage the Large-Format Documents.

Invensis, a global IT-BPO provides cost-effective and flexible automated document management services for your organization. We provide end-to-end strategic and tactical services for the entire data management cycle. 

Managing Large Format Documents

Managing Large-Format Documents

Try Not To Fill Out-File Cabinets With Torn-Out Document!

The issue of storage and maintenance of large format documents primarily arises due to their dimensions. Keeping the documents flat instead of folded helps a bit in freeing up the cabinet space. 

There’s no doubt that physical documents are susceptible to wear and tear in their shelf life. In addition, commonly used document papers like photo paper, vellum, mylar, and bond will degrade and devalue over time depending on the storage setting. 

With today’s rapid technological advancement and fast-paced digitization, offices have no valid reason to keep their file cabinets clustered with hard copies of large documents. That’s because:

  • You can easily scan physical or hard copy documents and convert them into digital documents
  • With digital documents, there won’t be any fear or risk of wear and tear
  • It will become easier to access, store and transfer those documents anytime, anywhere
  • Those documents can be printed anytime when you want 

Of course, there are more reasons why every office should take a step forward with digitization and go paperless this year. You may ask why? Check the section below to find your answer. 

Reasons To Adapt Digital Solutions For Managing Large-Format Documents

1. Enhanced Accessibility 

By digitizing your large-format documents, you can quickly find and share them via simple keyword searches. 

Every scanned document gets stored on the digital platform with metadata, enabling you to sort the file by job ID, date, name, or other identifiers. Moreover, you can sit back at any physical location to securely access your file. 

2. Time-Saving 

After digitizing your physical documents, it becomes easier to locate, use, and share them with your clients, employees, or team members. Thus, it helps you eliminate the time wasted searching for documents in the cabinet. 

3. No Degradation 

Large-format documents like blueprints are susceptible to fading and other degradations. The risk of such damage and degradation increases when you physically handle these documents. With digital solutions, you record those documents permanently while eliminating the chances of data loss.

4. Save Your Office Space  

By storing and preserving large-format documents in your office, you take up a lot of its space. It means you’re indirectly paying for that space. With digital documentation, you’ll significantly decrease the on-premise paper storage need. Furthermore, you can get the most out of that space by doing something productive. 

5. Archive Your Documents For Long-Term Usage

Keeping digital soft copies will be the best solution if you want the large-format documents readily available for long-term use. You can easily store and backup your data in multiple cloud locations at minimal or no additional cost. 

6. Keep Your Documents Centralized

When you produce new documents, try scanning, adding, and storing their digital copies in centralized locations like a document management system or a cloud storage solution. More on this topic is covered in our previous blog How Document Management System is Benefitting Organizations.” 

Large-Format Documents: What Paper Sizes Do They Have? 

In terms of scanning, documents that are dimensionally bigger than A4 size are considered large-format documents. That’s because special scanning equipment becomes essential to digitize these documents at that point.

Although there are plenty of paper size standards, Architectural and ANSI sizes are the two most commonly used large-format documents. Following is a table representing the paper dimensions of the various large-format documents: 

FOR ANSI SIZES FOR ARCHITECTURAL SIZES
ANSI Class Paper Dimensions ARCH Paper Dimensions
ANSI A 8.5″ x 11″ ARCH A 9″ x 12″
ANSI B 11″ x 17″ ARCH B 12″ x 18″
ANSI C 17″ x 22″ ARCH C 18″ x 24″
ANSI D 22″ x 34″ ARCH D 24″ x 36″
ANSI E 34″ x 44″ ARCH E 30″ x 42″

Now, check the few examples of large-format documents: 

Maps Certificates or Awards Architectural Blueprints
Pages from large books Engineering drawings/diagrams Paintings
Schematics Newspaper Sheets Large non-standard book pages

Large-Format Documents: Where Are They Usually Found?

Any agency or individual can possess large-format documents. However, the places where you’ll find the most use of these material types are: 

1. Development & Planning Departments 

Building and planning departments, along with engineering, public works, and community development departments are the primary users of large-format documents. They use these documents for planning projects and infrastructure to serve the local communities. 

Building blueprints, as-builts, and plans are common in these departments. The more the population and size of the city where the department is situated, the more will be the quantity of these documents required.

2. County Recorders

If the county recorder at your place hasn’t gone digital already, you can find piles of oversized books and documents in the office. These books contain crucial documents like birth, marriage, death records, patents, deeds, subdivisions, etc.

3. Title Insurance Firms  

Like clerks and county recorders, firms specializing in title insurance may have a huge stockpile of documents or records concerning the land and property of the clients. These records can be huge and need to be digitized. 

Also read: Top 8 Benefits of Outsourcing Data Entry Services to India

Scanning Procedure For a Large-Format Document

The standard scanning procedure is very different from the large format scanning process, especially when it comes to the type of equipment used. 

Plenty of consumer-grade scanners are now built to deal with letter and legal-size documents (8.5” x 11”), and a premium-quality oversized scanner becomes essential to scan large-format documents. 

It helps to eliminate the need for editing and attaching multiple digital files to form a single image or file. However, the scanning pipeline also needs to be a bit more labor-intensive. 

You’ll have to scan large-format documents like a blueprint or an engineering drawing. In that case, the standard storage method (rolled) and size of these documents will add the need for extra care, labor, and handling requirements for scanning. 

It’s one of the primary reasons scanning such documents is more time-consuming and labor-intensive than scanning any other document type. 

Large-Format Documents: Digitized Outputs 

After you digitize the large-format documents, you’ll receive those scanned soft copies back in electronic format. Here are some file types and other aspects you should check for the digital output:

Cropped Images

This is a simple image with high resolution. It is precisely what you imagine after hearing the word “digital file.” It comes in different formats: JPG, TIF, and PDF. 

Resolution

An image is created with DPI or PPI, which stands for Pixels Per Inch. The more the PPI, the better the image resolution. 300dpi is considered the standard scanning resolution. 

Image Format

It’s the way you want the digital image or file to be displayed:

  • Color: By color scanning, you ensure the actual replica of the original image or file. However, it comes with the largest file size, which can be problematic if you worry about retrieval speed 
  • Grayscale: Scanning with grayscale gives more tonality and nuance to the image or file. It is an excellent choice for documents with faded ink or torn pages 
  • Bi-Tonal: Your digital file will come in black and white and a small file size 

Delivery Method 

  • FTP or File Transfer Protocol: It is a digital or electronic way of sending files. For forensic materials, you can use SFTP
  • Cloud Storage: The best solution is to store, share and access the digital files from a cloud storage application that ensures all the benefits of digitization. With the cloud, you’ll be able to access, share, and utilize your records anytime, anywhere 
  • USB: You can always choose to export your digital files on a pen drive or a hard drive. However, it will still carry the risk of theft or misplacement 

How Can Invensis Be Your Savior

Invensis provides best-in-class digital storage solutions to help contractors, engineers, and architects with a seamless storage process. Our experts ensure 24/7 assistance to your project right from the beginning to the end, offering an end-to-end solution.

Whether you’re working on a new construction project, office space renovation, or file storage requirement, we are there to help. Our professionals always await the chance to work with you on projects requiring a digital storage solution. Our Document Management  services not only save space but maximizes productivity and capacity. 

Ending Note 

Things become easier, quicker, safe, secure, and more convenient when your physical documents are digitized. So, all set to save some space and get digitized with your large-format documents? 

Join hands with Invensis, as it’s only manageable when you collaborate with a company experienced enough to handle oversized documents. 

Frequently Asked Questions – 

1. How do I store crucial documents online? 

A) To store your important official documents online, follow these steps:

  • Keep several soft digital copies of the documents 
  • If dealing with large-format documents, try to invest in a document scanner 
  • Get started with Invensis to create your cloud storage account
  • Secure your smartphones

2. How can I digitize large-format documents?

A) Here are a few ways to scan and digitize your large-format documents:

  • Hire a large format scanning services
  • Use a scanner and store the records on cloud storage 
  • Take pictures of the documents and store them in the cloud

3. How can I efficiently scan multiple documents? 

A) To efficiently and quickly scan multipage documents, use a scanner that comes with an Automatic Document Feeder. These ADF scanners consist of a paper tray that automatically scans a stockpile of papers one by one. 

4. What do you really mean by a large-format document?

A) Large-format documents are paper records that are dimensionally bigger than standard-sized pages. Blueprints and engineering drawings are a few examples of these documents. 

5. Will digital cloud storage preserve my documents forever?

A) The primary use of cloud storage is to keep your files accessible no matter what. A cloud storage solution can ensure to encrypt all your files with magnetic tapes and keep them safe for the next 30 years. 

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