Solutions for Document Archiving

To find the best scanner for archiving documents, consider high-volume production scanners that are also FADGI compliant. The specific type of scanner will depend on what you are looking for in terms of speed, capacity and size of scanner. For example you can choose a desktop scanner that combines the capacity of high-volume scanning with the convenience of a desktop unit. However if you would require more speed or sorting capabilities than a more powerful production scanner might be required, that could excel in throughput, making it ideal for large-scale tasks.

The best archival quality scanner that we have here at interScan would be the DeskPro or HiPro series, with several customization options as well as addons. 

The best DPI (dots per inch) for archiving depends on the type and quality of the original document. For text documents, 300 DPI is generally sufficient for clear readability and accurate recognition. For historical documents, photographs, or materials with fine details, 600 DPI or higher is recommended to capture intricate details and ensure high-quality digitization. Selecting a higher DPI preserves more detail but increases file size, so balancing resolution with storage capacity and intended use is essential for optimal results.

An archival scanner is a specialized device designed to digitize physical documents, photographs, books, and other materials typically found in archives. Unlike standard scanners, archival scanners often feature high-resolution capabilities, gentle handling mechanisms to protect delicate or aged documents, and advanced imaging technology to capture fine details and true-to-life color accuracy. These scanners could for example be used by museums, libraries, and institutions to preserve historical records, improve accessibility, ensure long-term document preservation, and protect against physical degradation or loss of valuable originals.

1. Sort and Categorize: Organize documents by type, date, or relevance for easy retrieval.
2. Label Clearly: Use descriptive labels on each box, detailing the contents and dates.
3. Storage Conditions: Place documents in acid-free folders to preserve paper quality and prevent deterioration. Store boxes in a climate-controlled area away from moisture, sunlight, and pests to ensure long-term preservation. 
4. Box Selection: Choose sturdy, acid-free archival boxes that fit the documents well, avoiding overpacking.
5. Digitize: Utilize powerful production scanners to quickly scan large amounts of documents to create a digital copy of all the documents in the box.

1. Assess Condition: Examine the document's condition, noting fragile or damaged areas.
2. Clean Carefully: Remove dust and debris using soft brushes or air blowers. Avoid harsh cleaning methods.
3. Correct Storage: Place documents in acid-free folders, sleeves, or archival boxes to prevent chemical deterioration. Store in a temperature- and humidity-controlled environment away from direct sunlight, pests, and pollutants.
4. Digitize for Preservation: Scan and create digital copies to minimize handling of originals and enhance accessibility, utilizing FADGI compliant scanners.
5. Historical AI Recognition: Utilize AI software specifically designed to recognize historical handwritten text.

1. Sort and Organize: Categorize documents by date, type, or relevance for easier management.
2. Assess Condition: Check for any damage, mold, or fragility and handle with care.
3. Clean if Necessary: Use a soft brush to gently remove dust or debris.
4. Proper Storage: Place documents in acid-free folders, sleeves, or boxes to prevent yellowing and degradation.  Store in a cool, dry place away from light and humidity to prevent deterioration.
5. Digitize: Scan documents using high quality archival scanners to create digital copies, reducing the need for handling originals.
6. (Optional) Integrate: Integrate your scanned documents into AI powered workflows to add readable text-layers or extract metadata from a document.

Archival documents are records that are found in an archive. Those documents likely hold long-term value due to their historical, legal, administrative, or informational significance, which is why they are stored in an archive. They can include manuscripts, letters, legal agreements, photographs, maps, reports, and other materials that document the activities, policies, or history of an organization, government, or individual. These documents are preserved and managed by archives or by businesses internally to ensure their availability, often due to their unique or irreplaceable nature. Proper archiving safeguards their integrity, provides access for research, and ensures they endure over time.