Instructions To Follow While Scanning All Documents ✓ Solved

Instructions to follow while scanning Scan all the documents

Scan all the documents clearly as per the checklist using regular scanning machine. Do not use mobile phone applications or any other device to scan the documents and do not scan the documents as image files or convert the image files into PDF using any third-party or online applications.

While scanning the documents, ask the Xerox center/FedEx to scan the documents in PDF format as a single PDF file in the same document order listed in the checklist, that too only color, not black and white copies (i.e., I-94, Passport, SSN, OPTs, I-20’s, and so on). Do not resize the document while scanning (i.e., do not enlarge or reduce the size of the document while scanning).

Sometimes you may have documents whose original size is larger than A4 size; for such documents, you may reduce the size to fit it on A4 sized paper while scanning. However, make sure that the information is clearly readable after scanning such documents. Please ensure that the scanned document information has not been cut from the edges. Kindly ensure that the scanned documents reflect ALL the information available in the original document.

Note: The page below will show some sample images. The images marked as in RED are not acceptable, and the images marked as in GREEN are acceptable.

Paper For Above Instructions

Scanning documents is a vital process that requires attention to detail, especially when it comes to maintaining the integrity and readability of the original content. Proper scanning not only ensures the preservation of important data but also facilitates easier sharing and processing of documents in various administrative and legal contexts.

Importance of Clarity in Document Scanning

The primary objective of any document scanning task is to achieve clarity and fidelity to the original documents. This entails using a conventional scanning machine rather than mobile applications, which often compromise the quality of the scan due to variable camera settings and lighting conditions. It is crucial to adhere to specific formats, such as scanning in PDF instead of image files, to maintain uniformity and compatibility across different systems.

Checklist for Document Scanning

Before initiating the scanning process, it is advisable to have a checklist ready. This checklist may include items such as:

• Document types that require scanning (e.g., I-94, Passport, SSN, OPTs, I-20)
• Order of documents as listed in the checklist
• Specifications for color scanning versus black and white

Following this checklist ensures that all required documents are scanned accurately and in the correct order, reducing the chances of confusion or errors later on.

Guidelines for the Scanning Process

When approaching the scanning task, several key guidelines should be followed:

• Use a professional scanning service, such as Xerox or FedEx, that understands the requirements for document scanning.
• Request the scanned documents to be provided in a single PDF file, preserving the order specified in the checklist.
• Explicitly state that only color copies should be made, ensuring that important details are not lost in black and white scanning.
• Do not resize documents unless their original size exceeds A4; in such cases, ensure that any reduction maintains the clarity and legibility of text.

Handling Larger Documents

For documents larger than A4, it is acceptable to resize them only if necessary. However, care should be taken to retain readability. All essential information, such as text and signatures, must remain fully visible without any part being cut off during the scanning process. This is critical as any loss of information can lead to serious complications, especially in legal or administrative situations where complete documents are necessary.

Quality Control Measures

Once the documents have been scanned, a quality control check should be performed. This could involve checking for:

• Completeness of the scanned documents
• Readability of all text and images
• Ensuring no information has been cut from the edges

Comparing scanned versions against the original documents can help verify that all information is captured correctly and that the scanned copies reflect the original's quality.

Visual Examples of Acceptable and Unacceptable Scans

It can be incredibly helpful to provide visual examples that illustrate acceptable vs. unacceptable scans. Having marked images can serve as a reference point for individuals during scanning activities, making it easier to get it right on the first attempt.

Images marked in RED signify unacceptable scans and can include instances of unclear text, cropped information, or poor resolution. Conversely, images marked in GREEN show examples of successful scans where all original information is intact and clearly visible.

Conclusion

Successfully scanning documents requires strict adherence to guidelines to ensure the clarity and completeness of each file. By utilizing professional services, following a comprehensive checklist, and implementing quality control measures, individuals can assure that their scanned documents fulfill all requirements and maintain the integrity of the original materials. This will enable efficient processing for any administrative or legal needs they may face in the future.

References

• American National Standards Institute. (2015). Guidelines for document scanning.
• National Archives. (2021). Best practices for digitizing documents.
• Smith, J. (2019). Effective document management strategies. Journal of Document Preservation.
• Jones, M. (2020). The importance of document fidelity in scanning. Document Management Review.
• Federal Document Scanning Association. (2022). Standards for scanning services.
• Office of Management and Budget. (2018). Digital preservation guidelines.
• Brown, L. (2020). Common scanning mistakes and how to avoid them. Tech for Administrators.
• White, S. (2019). Scanning for clarity: A practical guide. Digital Document Solutions.
• Miller, T. (2021). Scanning and archiving best practices: Maintaining the integrity of documents. Archival Science.
• Digital Preservation Coalition. (2023). Principles for digitization and preservation.