You are here: Home Services Support Info Document Preparation for mixed office, scientific and regulatory documentation
Personal tools
Document Actions

Document Preparation for mixed office, scientific and regulatory documentation

Document Preparation for mixed office, scientific and regulatory documentation

The main objectives of these instruction is to prepare a box, the folders inside the box and the document inside the folders for an efficient high speed scanning operation.


All documents will be scanned on the same scanner that is capable to scan up to 12"x34", 600DPI, color, grayscale and . Any folder that contains larger size (foldout, drawing) should be flagged by putting a red warning sheet in the folder. This folder will be handled by a different (Technical Manual) workflow.

Note: the maximum size for flat-bed scanning is 11"x17" (or A3) and for ADF it is 12"x34".

Most pages will be scanned using the ADF (Automatic Document Feeder), single or double-sided.

Exception pages are considered the following documents:

  • Small size (smaller then standard 8.5"x11")
  • Color pages
  • Large size (legal, ledger, special size)
  • Pictures (usually small size)
  • Fragile pages that must be scanned face down (flat bed)
  • Mail in cards

General preparation:

  • Remove all staples, paper clips and clamps
  • Repair all edges (dog ears, tears, chads) so it is suitable for scanning with ADF, otherwise flag.
  • Foldouts should be laid flat in natural order. Do not remove from the rest of the pages in the folder.
  • Flag exception pages. The general exception page is a sheet of heavy stock color paper that will warn the scanner operator to pay attention. The exception flag will not be scanned and will be reused.
    • Small paper size: insert a color exception separator before the small paper size  (post card, business card, receipt) that is unstapled or removed form a carrier page. If the paper size is so small that it is It should also be attached to a clean white sheet (letter size) using scotch tape that can be easily removed (double-sided) or scanned with the carrier paper (single-sided). The tape should be located on the top of the post card.
    • Color pages: insert a color exception separator before a color page or before a block of color pages.
  • Barcoding for PDF bookmarks:
    • Insert one barcode separator before each bookmark. The barcode separators will be scanned and will stay with prepped originals. They will be removed form the digital file and a bookmark will be created for each separator.


  • Each folder should be laid flat in a box large enough to hold folders and documents in flat state.
  • The documents should be secured to avoid mixing up during transportation (clamping, shrink-wrap).

Barcodes for bookmarks.

Each barcode sheet should have a unique starting string that will be later interpreted as a bookmark label in the PDF file. The following barcodes are supplied for bookmarking:

Barcode string Bookmark label (example)
 BC01 Cover
BC02 Permit Application
 BC03 Map
 BC04 Notification
 BC05 Pictures
 BC06 Business Cards
 BC07 Manual
 BC08 Review
 BC09 Generic 1
 BC10 Generic 2
 BC11 Generic 3

Note: the bookmark labels can be changed for a job (box, folder) after scanning.

Attention: DO NOT photocopy barcode separators. They should always be printed from original artwork (PDF files).