Preparing Documents for Scanning: A Step-by-Step Guide

Digitising paper files is one of the most effective ways for organisations to improve efficiency, reduce costs, and stay compliant. But before the scanner starts running, there’s a crucial stage that can make or break the quality of the final digital files: preparing documents for scanning.

At MDSS, we’ve seen first-hand how careful preparation ensures smoother projects, better image quality, and faster turnaround times. This guide explains what’s involved in document preparation, why it matters, and how businesses can get it right.

Why Preparing Documents for Scanning Matters

When scanning projects go wrong, it’s often not the fault of the scanner but of poor preparation. Skipping this stage can lead to:

• Jammed scanners from staples, clips, or torn pages.

• Unreadable images due to folds, creases, or sticky notes obscuring text.

• Inaccurate indexing if documents are out of order.

• Compliance risks where sensitive information is mis-filed or missed entirely.

In short, the effort you put into preparation directly impacts how useful and reliable your digital archive will be.

Step 1: Gather and Organise

Start by collecting all the documents that need scanning. Group them logically — by client, case, department, or record type. This step reduces confusion later and ensures files are scanned in a way that mirrors your existing structure.

Step 2: Remove Fasteners and Obstructions

Scanners don’t like obstacles. Before scanning:

• Remove staples, paper clips, and binding combs.

• Take out post-it notes or sticky labels that might obscure text.

• Separate documents from folders, plastic sleeves, or binders.

  
  

Step 3: Repair and Flatten

Crumpled or torn documents won’t pass smoothly through scanners. Where possible:

• Flatten folded pages.

• Mend small tears with clear, archive-safe tape.

• Recopy badly damaged pages if necessary to ensure legibility.

Step 4: Sort by Size and Format

Scanners work best when fed batches of documents with similar sizes. Group:

• Standard paper sizes (A4/A3)

• Smaller slips (A5 receipts, till slips)

• Oversized pages (engineering drawings or blueprints)

This avoids repeated adjustments and ensures every file is captured correctly.

Step 5: Check for Sensitive Content

If your files include personal or sensitive data — such as medical records or financial information — now is the time to flag them. This ensures proper access controls and compliance with GDPR when the documents are digitised.

Step 6: Decide on Indexing

Preparing documents isn’t just about the physical paper — it’s also about planning how you’ll find them later. Work with your scanning provider to agree on indexing rules:

• By name, reference number, or date

• By department or project

• Using full-text Optical Character Recognition (OCR) for searchability

Clear indexing rules save hours of time later.

Step 7: Create a Chain of Custody

Especially for sectors like healthcare, legal, or finance, it’s vital to know where your documents are at every stage. Preparing files should include logging them, boxing them securely, and ensuring they’re collected or transported under proper conditions.

The MDSS Approach

At MDSS, we handle the full preparation and scanning process with strict attention to detail:

• Staples, clips, and tape removed before scanning.

• Torn or folded pages repaired to guarantee clean images.

• Mixed-size documents batched and indexed for efficient retrieval.

• OCR applied to make archives fully searchable.

• Secure chain of custody from collection through to final delivery.

Whether it’s HR files, medical records, legal bundles, or financial archives, we make sure every project is prepared for success.

Final Thought

Preparing documents for scanning might sound tedious, but it’s the foundation of a reliable digital archive. A little effort up front avoids wasted time, compliance risks, and poor-quality scans later.

If you’re considering a scanning project, don’t leave preparation to chance. Speak to MDSS about our comprehensive document preparation and scanning services — so you can be confident your records are digitised securely, accurately, and ready for the future.