File Preparation

Document separation

In a perfect world, the first page of each document or file has an identifying marker we can use to separate and create a new document. 

Unfortunately this is rarely the case. Typically we use a cover sheet with a bar code or QR code containing the required index or metadata and a separation identifier.  

These cover sheets are created and placed at the front of each paper file.

Document cleaning

Cleaning the document involves reviewing each individual paper page, removing staples and paperclips, moving sticky notes to avoid them covering important text on a page, unfolding page corners and repairing torn or damaged pages.

Clean files are organized in batches to be run through the scanner and processed by the scanning software.

Document cleaning is by far the most time consuming part of the entire project. 

Heads up

On average, it takes about 3 hours to properly clean and prep a Banker Box containing 2000 paper pages. This time can easily turn into 4-5 hours depending on the number of individual files within the box. More files (or file folders) equals more cover sheets and usually more dreaded staples.