The Power and Shortcomings of Document Scanning Automation

Scanning documents is a common practice driven by various motivations, such as digital archiving for long-term storage and easy access, enhanced information retrieval, remote access, or regulatory compliance. While these goals may initially prompt document scanning, incorporating document scanning automation further enhances the process. When embarking on a sheet feed scanning project, your choices in the scanning process can significantly influence the result. One critical decision is handling automation in scanning, particularly when dealing with double-sided documents. Using automation in scanning projects brings many benefits. The main goal is to create a digital copy of the original documents that is clear and easy to read while avoiding unnecessary blank pages or wrongly oriented content. These are the main things we rely on automation for in scanning. However, sometimes automation doesn’t work perfectly. For example, it can struggle with issues like bleed-through, torn pages, or double punch holes. Knowing about these problems helps us plan better and get the best results from scanning.

The Problem with Double-Sided Scanning

In a typical double-sided scanning project, every page is scanned on both sides. Without any form of document scanning automation, the output will consist of a front-side and reverse-side image for every page. This means that if the majority of pages have no content on the reverse side, you end up with a series of images where every second page is blank.

From a user’s perspective, this is problematic for two main reasons:

• Annoyance – Users must navigate through a multitude of blank images, which clutters their system and wastes time.
• Cost – If you are charged per image, you end up paying for blank pages, increasing the overall cost unnecessarily.

To address these issues, you have two main options:

• Manual Deletion – Pay an operator to manually delete blank pages after scanning. This is labour-intensive and can be costly.
• Automated Blank Page Deletion – Use automation to automatically detect and delete blank pages during the scanning process.

The Power and Failure of Document Scanning Automation

Document scanning automation can be a powerful tool, significantly enhancing efficiency and accuracy. However, like any technology, it has its limitations. Understanding where automation excels and where it might fall short is crucial for making informed decisions and achieving the best possible outcomes in your scanning projects.

Let’s explore the strengths and weaknesses of document scanning automation:

1) Auto Punch-Hole Filling

One of the standout features in automated scanning is the ability to fill in punch holes, as briefly mentioned above. Punch holes appear as black dots on scanned images, which can be unsightly, but more importantly, it ensures that the black dots don’t appear on the reverse side of the scanned page, which in turn enables blank page deletion.

When Does This Automation Fail?

Document scanning automation can struggle with pages that have been punched multiple times with misaligned holes, creating a figure-eight pattern. The software may not confidently identify whether this pattern should be filled, leading to unfilled punch holes that detract from the document’s clarity.

2) Auto Blank Page Deletion

To streamline the scanning process, auto blank page deletion is employed. Scanners are typically set to scan both sides of a page. By default, a size threshold (e.g., 5KB) determines whether a page is considered blank and thus discarded. This feature helps in eliminating unnecessary pages, reducing file size, and improving document navigation.

When Does This Automation Fail?

There are several scenarios where auto-blank page deletion might fail:

• Bleed-Through: Content from the front page may bleed through to the reverse side, causing it to exceed the size threshold.
• Torn Pages: Tears or missing corners on a page can appear as black marks on the reverse side, preventing automatic deletion.
• Coloured Paper: Any non-white paper will likely exceed the threshold due to its larger file size.
• Duplicated Punch Holes: Unfilled punch holes can create black shapes that fail the threshold test.
• Watermarks: Any watermark or embossing detected by the scanner will prevent deletion.
• Numbered Pages: Even small page numbers on otherwise blank pages can exceed the threshold.
• Lined Pages: Faint lines are picked up by the scanner and may prevent deletion.

3) Auto Page Orientation

Another valuable feature is auto page orientation, which ensures that text is correctly oriented for reading. For example, a landscape spreadsheet will be rotated accordingly, even if the original document was scanned in portrait orientation.

When Does This Automation Fail?

Failures in auto page orientation often occur due to various complexities in document content. One common issue arises from mixed orientation content. Documents that include both portrait and landscape elements, such as a portrait title followed by a landscape spreadsheet, can confuse the software. This can result in incorrect orientation, as the system struggles to determine the appropriate alignment for each part of the page. Another source of confusion for auto page orientation is the presence of stamps and marks. Ink stamps such as “COPY” or “PAID,” especially when stamped at odd angles, can mislead the software. The scanner may interpret these stamps as the primary orientation indicator, leading to pages being oriented incorrectly. This not only affects the readability of the document but also necessitates manual correction, reducing the overall efficiency of the document scanning automation process.

Handwriting also poses significant challenges for auto page orientation. The software often misinterprets handwritten notes, comments, or annotations, resulting in improperly oriented pages. Handwritten content varies widely in style and alignment, making it difficult for the software to accurately assess the correct orientation. Consequently, documents with substantial handwritten elements frequently require manual review and adjustment to ensure they are correctly oriented for readability.

Balancing Automation with Manual Intervention

While document scanning automation significantly enhances the scanning process, it is not foolproof. For critical projects requiring high accuracy, manual intervention is essential. By first applying automated processes to handle the bulk of the work, and then conducting a thorough manual review, we can ensure the highest quality results. Manual correction can address the nuances and exceptions that automated systems might miss, ensuring that every page is correctly oriented, all unnecessary pages are deleted, and the final digital document is a perfect replica of the original. Combining automated processes with strategic manual oversight can achieve optimal results, ensuring that digital documents meet the highest standards of clarity and usability.