Scanning Workflow Tip

I have been using the Fujitsu ScanSnap (Mac Version) for several months now. Since I started my own law practice I've been using it even more, and I've had to make some adjustments that I think are worth sharing. I assume that most of this will be applicable to folks who don't have the ScanSnap.

I now scan every piece of mail and paper (other than junk) that comes in. I have my ScanSnap attached to a desktop computer (an iMac), which is convenient because laptops tend to require you to go through extra steps (plugging in, finding a good spot to scan etc). I created a folder in the 'My Documents' folder called "Scanned 2006" and this is the default folder that everything gets scanned into (well, almost everything as we shall discuss below). When I have something that I want to scan I just put the paper in the scanner and push the button and it scans to the 'Scanned 2006' folder (and next year it will be to the, you guessed it, 'Scanned 2007' folder). Incidentally, the ScanSnap creates a file name based on the date the document was scanned. So just a few minutes ago I scanned a document that had this name created by the scanner "2006_06_19_15_35_04". Those extra digits are randomly generated to create uniqueness in case other documents are scanned that same day (which is likely).

As a result of this process I have one folder that has a chronological grouping of (almost) all the documents I've scanned. The only ones I don't scan into that folder are document productions in cases that I'm working on. I don't need those large files cluttering up my special folder. The thing that's special about this folder is that it's sort of a 'Reader File.' Some of you who work in offices may have a secretary who keeps a special folder with a copy of all your incoming or outgoing correspondence; this is what I refer to as a 'Reader File.'

So, you've got all of your routine correspondence going into the 'Reader Folder' if you will. Now you have to put a copy in whatever folder it belongs in based on its category. ScanSnap automatically pulls up Acrobat (or whatever application you've told it to use to scan to, and you should use Acrobat. After all, it comes free with the ScanSnap). So what happens when we see the document after its scanned? Well, we're seeing the version that got saved to the 'Reader Folder.' Now we are going to save to the particular folder, and so here we use the 'Save As' function.

If it's personal I put it in a folder called 'EES Personal' and if the document is general law firm stuff I save it to 'Svenson Law Firm.' You get the idea. The main point I want to make is that you want to save all the scanned documents to two places. I know it seems counterintuitive but, it's no more trouble (other than using the 'Save As' function) and it gives you two organizing systems. So years later you can find stuff by when it came it, or by what category it belonged to.

Two last thoughts: (1) you need a decent sized hard drive because you don't want to have to worry about running out of storage, and (2) you should have an external USB 2.0 hard-drive attached to your desktop computer that is set to do automatic nightly backups of your 'My Documents' folder. That way, if something happens to your computer hard drive you have all your data secure.

--Ernest

Comments

[Chris Scott]

I’m not positive about this, but I think the extra digits in the name generated by the ScanSnap software represent the time of day the file was scanned, probably in 24-hour mode.

I like your idea about duplicating the original scanned file by using the “save as” command.

[Alexander Rhoads]

Great post! Now take it the next logical step: When you have finished scanning to your "reader file", as you re-visit each individual PDf within the daily Reader File, instead of processing the file out to a client directory or wherever, invest a few hundred bucks into TimeMatters. ( www.timematters.com ) Use its Document Management System. to: 1) autosave the file to a directory associated with the client and/or matter, and 2) have it automatically classified by type of document. The advantage of using the TimeMatters system in conjunction with your "Reader File" system is that you still achieve your goal of having 2 scanned copies of the original document (backup, backup, backup) and the PDF is IMMEDIATELY (and I mean immediately) available to you by client or matter, instead of having to drill down through layers of client/matter directories using plain old windows file systems. It's simply amazing the amount of time this can save over navigating/browsing to client/matter directories to open a file.

The TimeMatters document management system is superior for solos/small firms IMHO over more "enterprise" grade DMS applications like Worldox because the TimeMatters DMS works with a "plain English" file naming system instead of numerical, computer assigned non-sensical file names. Thus, you can access and find your PDFs easily even without the TimeMatters DMS right through Windows Explorer. If TimeMatters ever goes out of business or becomes corrupted, you'll still be able to easily sort and identify your files as the names simply make sense.

I'm in the process of "training" my two staff persons this system. When I have a document (and I agree with you that almost every document should be scanned to PDF first) that I need scanned to TM/PDF, I just stick a post-it note on it that says, "TM Scan." The staff then knows that all they have to do is scan it, click on the little "TM Save" button installed in Acrobat by TimeMatters (forgot to mention that nifty feature) and up pops the TM Document form for autonaming.

I have no connection with TimeMatters other than being a long-time satisfied user.

[Mark Makkula]

I heard that this scanner uses a proprietary driver versus TWAIN. Is this true?

Also, I was wondering where you purchased your ScanSnap.

[Jeff Franklin]

How do I automate creation of searchable PDF files when my scanner only creates non-searchable PDF files and sends them to my FTP server on a network drive? Any ideas of how to do it with Acrobat 7 Pro, OmniPage 15 Pro, or other programs?

The Distiller in folder watch command line mode with switches I could only get to create non-searchable PDF files. Same for OmniPage, unless I went to RTF or other file formats and I want searchable PDF.

Thanks. Jeff

[Kevin]

Great workflow tip Ernest. I do much the same thing at my construction business. I believe it's key to have one folder with all the scanned documents in it, and then copy to whatever folder you like.
Mark: Yes, the ScanSnap lacks Twain. A minor problem in my view. I've purchased two so far, one from TigerDirect and one from Amazon.

[Kurt Werstein]

So I went ahead and purchased the Macintosh version of the ScanSnap. Looks to be an excellent solution thus far for a paperless office.

Here is my beef: I prefer not to OCR the scanned documents right away because of the time required. Most times, I just want to get the documents into digital format such that I can sort out later where they should be categorized. My thought was to have a pre-OCR folder and then OCR the document at a later time. Acrobat has a way to batch OCR files, but it only comes with the Professional edition, I believe, and not Standard (what I have). It would be great to batch job these documents for OCR overnight. Hmmm...Thoughts?

And along the lines of categorization, isn't it possible to put Spotlight (OS 10.4) detectable tags on these files so they can be grouped easily?

[Steve]

Omnipage has a batch manager function that lets you kickoff OCR jobs. Cheaper than the full blown Adobe, and does a great job.

Some details at:

http://www.scanguru.com/e107_plugins/links_page/links.php

[Michael O'Neill]

Great tips and explanation, Ernest!

One thing you might want to consider (as your needs grow and evolve) is how you can easily associate your scanned files with the correct customer, case, and other records essential to your work.

One easy approach we've developed is to use the Document Organizer feature in our Workgroups suite. This allows us to drag and drop scanned files onto our customer records, case records, project records, etc. Depending on how you have the system set up, your scanned file can be copied or moved to the correct location on your file server, is indexed by the system, and is immediately available to all your colleagues and staff by browsing or by searching for text content within the scanned files.

Something like this can easily bring order and accessibility to your ever growing collection of scanned documents, and it uses a paradigm (drag and drop) that is easy for you and your staff to use and understand.

-Michael
MetaCommunications
http://www.meta-comm.com

[craig]

Very useful for lawyers and solicitors alike. Many law firms are taking that 'digitising step' now. Ive never known such a paper intensive industry!
E-bibles are also very useful and work in a saimilar way as you explained. Keeping all case files together in one area on a CD. Theres an examples shown on here:

Scanning law documents

[scott]

Some good areas covered here. I think giving your scanning employees more control and recognising their different priorities helps them to feel valued and fairly compensated. By giving them a decent flexible benefits package also increases their awareness of it, its value and can boost their overall morale.