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Managing large documents such as blueprints, architectural plans, and engineering drawings can pose significant challenges for organisations across various industries. These documents often contain critical information but can be hard to store, difficult to access, and vulnerable to damage over time. The solution to these challenges lies in large document scanning. By digitising oversized materials, businesses can not only improve accessibility but also save valuable space and ensure secure digital storage. In this blog, we explore the key reasons why scanning large documents is essential for modern business operations and how Storetec’s high-resolution scanning services can simplify document management.
1. Improved Accessibility
Large-format documents, like construction blueprints or engineering plans, are often too bulky and delicate to handle frequently. They can also be difficult to share or collaborate on, especially when teams are spread across different locations. Scanning large documents into a digital format solves these problems by making the files easily accessible from any location. Once scanned, these documents can be stored in a digital repository and accessed instantly by authorised users.
Optical Character Recognition (OCR) technology takes this one step further by making the content of scanned documents fully searchable. This means you can search for specific keywords or phrases within a document, allowing you to find relevant information much faster than manually searching through large physical copies. In industries such as construction, aerospace manufacturing, and architecture, where quick access to detailed drawings is often required, this can save valuable time and effort.
For instance, construction site managers can view updated plans in real-time, while architects can easily share designs with clients and colleagues without having to transport large physical sheets. By digitising large documents, teams can collaborate more efficiently and make informed decisions faster.
2. Space-Saving Solution
Storing large documents in physical form can take up considerable space, especially if your organisation deals with numerous projects that require the retention of drawings, maps, or other oversized materials. In addition to the sheer volume of space required, the need for special storage solutions – such as flat files or dedicated cabinets – can further complicate document management.
By scanning these documents and converting them into digital files, businesses can eliminate the need for bulky physical storage. Digital storage allows you to store thousands of files in the cloud or on local servers, dramatically reducing the physical footprint of your document archives. This space-saving solution can free up valuable office or storage space for more productive use.
Moreover, digitising large-format documents allows them to be integrated seamlessly with data and document management systems. Solutions such as MDI Cloud enable businesses to store, organise, and retrieve large files just as efficiently as smaller ones, making document management a streamlined process.
3. Enhanced Security and Compliance
One of the biggest concerns with large physical documents is their vulnerability to loss, theft, or damage. Whether it’s an important architectural drawing or a critical engineering plan, losing these documents can be disastrous for a business. Physical documents can also be damaged by environmental factors like moisture, fire, or simple wear and tear from handling.
Scanning large documents ensures that they are securely stored in a digital format, protected from these physical risks. Storetec’s secure document scanning services offer encryption and secure transfer protocols, ensuring that sensitive documents remain protected during and after the scanning process. Once digitised, these files can be stored on encrypted servers, where access can be restricted to authorised personnel only. This level of security helps businesses comply with important data protection regulations, such as the General Data Protection Regulation (GDPR), and ensures that sensitive information is kept safe from unauthorised access.
In addition, digitising your documents enables you to implement automated retention policies. Instead of relying on manual processes to archive and dispose of documents in compliance with legal regulations, a document management system can automate these tasks, reducing the risk of non-compliance.
4. Seamless Integration with Document Management Systems
Once scanned, large-format documents can be easily integrated into a company’s existing document management systems (DMS). Solutions like MDI Cloud allow businesses to categorise and store these large files in the same way as standard documents, meaning they can be retrieved, shared, and modified just as easily.
The digital versions of these documents can be linked to related records, shared via secure links, and accessed from mobile devices or desktops, making it easier for staff to collaborate remotely. This integration also allows for workflow automation, such as automatic notifications when documents are updated or reviewed, streamlining processes across teams and departments.
For industries like construction and engineering, where projects often span months or even years, the ability to quickly retrieve historical documents is invaluable. A well-organised digital archive ensures that all project stakeholders can easily access the information they need, whether it’s a two-year-old blueprint or an updated set of plans.
5. Preservation and Longevity
Physical documents, especially large-format ones, are susceptible to deterioration over time. Exposure to light, moisture, and frequent handling can cause irreversible damage. This is especially true for older documents that are vital for historical reference or legal purposes.
By scanning large documents into high-resolution digital formats, businesses can preserve them indefinitely. The digital versions retain their original quality, no matter how often they are accessed or shared. This is particularly important for industries that are required to maintain records for long periods, such as legal or financial institutions. Scanning not only ensures that the information is preserved but also provides a reliable backup in case the original documents are lost or destroyed.
Conclusion
The benefits of scanning large documents go far beyond merely reducing physical storage space. By digitising oversized materials, businesses can improve accessibility, enhance security, ensure compliance with data protection regulations, and integrate important documents into their digital workflows. Storetec’s large format scanning services offer high-resolution scans, secure document handling, and seamless integration with leading document management systems like MDI Cloud. Whether you’re managing blueprint scanning, OCR for large documents, or safeguarding sensitive information, Storetec provides the expertise and solutions needed to handle large documents efficiently and securely.
