A scanned document can open normally and still be unusable. A signature may be cut off, the reverse side of a page may be missing, or faint handwriting may disappear into the background. Discovering those problems after the paper has moved elsewhere can turn a quick retrieval request into a lengthy search.

Before expanding a document-scanning project, define what a usable digital record must preserve. A small quality check gives operations and records teams a practical way to find problems while the source material is still available.

Choose a test batch that includes difficult pages

Start with a manageable group from one document collection. Include ordinary pages alongside examples that are harder to capture, such as double-sided sheets, small print, attachments and handwritten notes. Use only records that the people conducting the test are authorized to handle.

Identify what belongs together before scanning. A cover letter, form and supporting attachment may need to remain connected even when they become separate files. Note any missing or damaged source pages so a pre-existing gap is not mistaken for a scanning error.

Check completeness against the original

Compare the digital result with the source material. Confirm that the expected pages are present, in the correct order and associated with the right record. Pay particular attention to reverse sides and attachments that could be overlooked during preparation.

A page count alone cannot show whether the correct content was captured. A duplicated page can conceal a missing one while leaving the total unchanged. The reviewer needs enough context to recognize the beginning and end of each document and any related material.

Inspect the information people will actually use

Open the files in the application your team expects to use. Look beyond the first page. Check whether small characters, handwritten changes, signatures and page edges remain readable. If color communicates meaning in the original, consider whether the digital version preserves that meaning.

Where text recognition is part of the process, test it separately from the page image. Try a few names or reference numbers visible in the source, then compare the result. Being able to open a file or find one word does not establish that every important detail survived capture.

Give rejected scans a visible route back

Agree on how the team will record an issue, identify the affected document and request another scan. Keep unresolved items distinguishable from records that have passed review. Otherwise, an incomplete file can look finished simply because it reached the destination folder.

Record the defect clearly enough that the next person can address it. “Bottom of page three missing” is more useful than “bad scan.” After correction, check the replacement and its connection to the rest of the document. Avoid leaving two competing copies without explaining which one is current.

Test the destination as well as the scanner

A successful capture still needs a reliable place in the workflow. Confirm that an authorized colleague can open the reviewed record in its intended location and understand its status. Check the associated reference information and whether access follows your organization’s approved permissions.

FileVision brings document management, data capture and workflow into its solution offering. Bring the test results into the configuration discussion, including how reviewed files, rejected scans and corrections should move through the process.

Use the pilot to set the next step

Summarize the problems found, the changes made and the results of the repeat check. Let the records owner define the inspection scope and acceptance criteria for the larger collection. This practical exercise does not replace any digitization standard or retention requirement that applies to your organization. Scanning alone is not permission to destroy originals.

When evaluating FileVision’s ALFO platform, use the pilot to explain how documents should enter, be reviewed and become available for everyday work. Resolve the recurring capture problems before moving the next batch.