The Datamax Thinking Blog

Educating, collaborating, and sparking ideas for maximizing the technology that matters.

Do-It-Yourself Large Format Scanning

Does your business offer large-format printing services? Here are some key tips and tricks that will help you remain productive when undertaking a large format scanning production and process.

Prep Your Documents. Large-format drawings can require a lot of repair and preparation. Always check for staples and notes—some of which may be attached to the middle of the document—and tape torn edges. If a large document has been rolled up and stored, it may need to be reverse rolled or flattened out for at least 48 hours. Dust can damage a scanner’s glass, so be sure to vacuum stored drawings. Don’t be scared to get out an iron and ironing board to get  drawings flat enough to scan.

Sorting Methods. Determine whether your project’s drawings should be sorted by size and/or by quality. This minimizes the time spent changing settings during the scanning process. Remember that PDF and JPG formats have limitations—up to 100 inches—to scanning.

Drawings-by-Numbers. Consider applying a unique ID number based on project and drawing. Labeled stickers instead of stamps or ink, which bleeds on Mylar, will help identify that the drawing has been scanned. ID numbers also help with quality assurance and avoid duplicating work.

Name Your Files. Unless you have a document management system, you will need to have a special file naming system. When scanning projects, use a constant file name for the project and have sequential numbers to identify and follow individual drawings.

Multi or Single Page Scanning. Sets of drawings can be scanned as a single image or a multipage document. You will need to change your format to a PDF to get monochrome and color images into one file.

To Color or Not. Highlighted data can become a black block if you scan it as a monochrome with incorrect setting. Scanning in grayscale or color allows you to capture the information so that data is as easily readable as is the original. With the correct software you can convert grayscale images back to monochrome images.

Resolution. According to AIIM Standards, large format, 11 x 17 or larger, documents should be scanned at 300 dpi resolution.

Quality Assurance. All drawings should be verified to confirm that the edges have not been cut off and the settings were correctly set to capture the image at the highest quality. If a line is found from dirt or scratches, then the document will need to be rescanned.

Large format documents can be difficult to work with, but are essential to many industries and complete enterprise-wide document management.

Easy Green Printing

Nowadays, everyone is looking for ways to cut down their carbon footprint. Unfortunately, it can be fairly expensive to “go green”. Having a green printing strategy can help you save money at the same time as saving the environment.

Office printing consumes a lot of paper and energy. Based on average usages, it is very easy for your office to contribute tens of thousands of pounds of greenhouse gases to the environment a year.

One simple and effective way to reduce your office’s carbon footprint is to set your printers and copiers to default with two sided printing. By turning two pages into one, you can reduce paper usage by 50%. This small step can save up to 60 trees annually and eliminate up to 14,000 lbs of greenhouse gases. It could also save your company money by using less paper!

Another step to take would be to consolidate your printing and copying devices. These machines use a significantly less amount of energy. By consolidating with a multifunction system you use fewer devices and therefore you require less energy to operate them. This will save you money in electricity costs and also reduce greenhouse gases.

Implementing a green printing strategy can give you the peace of mind that you are reducing costs while preventing harm to the environment.

Key Features - Scanning Applications for Law Firms

From ScanGuru

Controlling Print Costs

By Corey Smith

Going Green Is Now Cheaper!

Among many businesses it is typical for print costs to consume almost 3% of total revenue in a given year. For many organizations, printing costs are nearly equivalent to the amount spent on research and development each year!