The most important task for any imaging project is to begin the correct way.  Preparing documents correctly for this process can greatly enhance the success of the imaging project.  Document preparation is one of the most important tasks in a complex imaging or litigation project.  In this process, bindery elements (staples, paper clips, binder clips, etc.) are removed, double-sided and odd-sized pages are noted, page orientation is noted for those projects requesting image rotation, and document relationships are noted and tracked. After scanning and quality control, documents can be reconstructed and returned to their original containers if the client so chooses;  the original order and condition of the documents will be rebuilt and maintained.

Document prep will include:

• Determining beginning and ending document boundaries (also known as document definition or “unitization”; may be considered a separate task). This task may also determine the beginning and ending of “parent/child” relationships. When one document has other documents attached to it, the entire collection is known as a “group” or “family” of documents.  The range of the family, or parent/child(ren) begins on the first page of the first document and ends on the last page of the last document. See “Document Definition” in the Glossary or in the White Paper section.

• Removing bindery elements, such as staples, paper clips, bindery clips.
• Marking where bindery elements have been placed in order to reassemble documents, if required. 
• Removing pages from binders. (The pages inside a binder may have a “child” relationship to the "parent” binder. See above.)
• Preparing sticky notes for scanning by placing on a separate sheet of paper, and placing directly in front of the page in which it was originally attached. 
• Preparing other unusual items as required by client (ie., lab reports that must be decollated and reassembled for scanning; decollating EKG strips, etc.)
• Preparing unusual documents, such as poster boards, wooden planks, unusually small or large documents, as required by the client.
• Ensuring all documents are rotated correctly and consistently.
• Noting (if required by software) where any duplex documents are located.

AmDoc Recommendation:  prepare documents for scanning only to the level required for the desired outcome. For example: If reconstruction will not be required, and there is no other reason to document where each bindery element occurs, do not track that information. This will save time and money.

Document Reconstruction

Some projects require that documents be returned to their original condition after scanning.  This usually occurs when the documents are active, and are being returned to their original file owners to go back "into service" as live, every-day business documents.

When this happens, additional preparation must be taken to indicate where each bindery element (staple, clip, file folder, etc.) is located, so that it can be placed back into that same location within a collection.  The additional time to prepare the documents, as well as the time to return the documents to their original condition, is extremely time consuming and laborious.  Special procedures must be taken to ensure this is done correctly.

AmDoc Recommendation:  Unless the documents are required for day-to-day work, it is better to utilize the automated system for the business work going forward.  If the workforce is going to use the automated system for which the scanning took place, reconstructing documents is an unwarranted expense and should not be done.  For those projects that require reconstruction (for instance, scientific laboratory work), participation by both the client and AmDoc personnel in deciding the exactly level of reconstruction necessary will speed up the return-to-service schedule, as well as the overall outcome.