Information Management 101: A Guide to Organizing Your Business Content

01.30.2025

How Blueprint Scanning Solves Storage, Access, and Version Control Challenges Managing physical blueprints can be a real headache—storage limitations, risk of damage, and difficulty sharing or updating plans efficiently. In fact, a recent Adobe survey found that 48% of employees say they struggle to find documents quickly and efficiently, and 95% have felt frustrated by the search. In the architecture, construction, and design industries, this is especially challenging given how vital architectural drawings are to the work. And it doesn’t stop there. Physical blueprints exist in only one location at a time, while projects often span multiple sites. In the past, companies relied on copying and physically shipping drawings, but that led to costly version control issues—making it difficult to determine the most up-to-date plan. In industries like oil and gas, where a single error in documentation can lead to costly mistakes, businesses can end up spending millions just to resolve these inefficiencies. With remote and hybrid work now the norm, the need for digitized drawings is more urgent than ever. Teams working from different locations need instant access to the same plans, ensuring everyone is aligned and working from a single source of truth—without delays, confusion, or outdated information. But here's the good news: digitizing your blueprints can transform the way you work, making your plans more accessible, secure, and easier to manage. In this guide, we'll walk you through the blueprint scanning process step by step, so you know exactly what to expect when converting your physical plans into high-quality digital files. Step 1: Preparing Your Blueprints for Scanning Before you digitize your blueprints, a little preparation goes a long way. Taking the time to organize and inspect your documents ensures a smooth scanning process and high-quality results. 1. Sort and Organize Your Blueprints Start by gathering all the blueprints you need to scan. Think about how you want them organized—by project, date, or another system that makes sense for your workflow. If you have outdated or duplicate plans, this is the perfect time to declutter. A well-organized set of documents makes the scanning process faster and keeps your digital files easy to navigate later. 2. Check for Damage Blueprints can take a beating over time. Tears, folds, and faded ink can impact scan quality, so it’s worth inspecting your documents before sending them in. If a plan is heavily creased, flatten it as much as possible. Small tears can be reinforced with archival tape to prevent further damage. High-resolution scanners can enhance clarity, but the better condition your originals are in, the sharper your digital copies will be. 3. Choose Your Scanning Preferences Not all scans are the same, and a few key choices will determine how your digital blueprints look and function: Colour vs. Grayscale: Colour scanning not only captures all annotations and highlights but also preserves finer shading details—critical for engineers and architects who rely on subtle variations in the drawings. Grayscale is a strong alternative that retains detail without the large digital file size of colour. Bi-tonal black and white, however, is best avoided as it can lose important fine details.Resolution: A standard 300 DPI (dots per inch) scan preserves detail, but if your blueprints are highly intricate or faded, higher resolution may be needed.File Format: Do you need a simple PDF for viewing, a TIFF for high-resolution storage, or a CAD-compatible format for future edits? 4. Plan for Indexing and Searchability One of the biggest advantages of digitizing blueprints is how much easier they are to find—if they’re properly indexed. Think about how you’ll want to search for these files later. Adding metadata (like project name, date, or location) during the scanning process makes it effortless to retrieve the right file in seconds. If your team needs quick access to plans, this step is worth considering upfront. Step 2: High-Resolution Blueprint Scanning How Blueprint Scanning Works Blueprints, architectural drawings, and engineering plans often exceed standard paper sizes, which means they require specialized large-format scanners. These high-resolution scanners are designed to capture intricate details so nothing is lost in translation. At WCD, we use advanced high-resolution scanners capable of digitizing documents up to 36 inches wide by any length, so even the largest construction plans can be preserved with complete accuracy. Quality Control After scanning, each digital file should be reviewed to ensure it meets strict quality standards. This is part of our process at WCD. Blurry sections, missing details, or distortions are flagged and corrected, so the final digital blueprint is a perfect match to the original. Step 3: Converting to Digital Formats Once your blueprints are scanned, the next step is converting them into digital files that are easy to view, share, and store. Choosing the right file format ensures that your plans remain accessible and functional for your team. Common File Formats for Blueprint Scanning PDF – The most common format for viewing and sharing. PDFs maintain layout integrity, making them ideal for reference and collaboration.TIFF – A high-quality, lossless format used for archival storage. TIFF files retain maximum detail and are commonly used for long-term preservation.JPEG – A compressed format that reduces file size, suitable for quick reference but not ideal for high-detail architectural drawings. Most clients prefer PDFs for accessibility and TIFFs for archival purposes, but WCD can provide files in multiple formats to suit different project needs. Step 4: Indexing & Organizing Scanning your blueprints is just the first step—how you organize them makes all the difference. Without a proper system in place, digital files can quickly become just as difficult to manage as stacks of paper. That’s where indexing and metadata tagging come in, making it easy to search, retrieve, and share your blueprints in seconds. Why Indexing Matters A study by Glean found that employees spend an average of two hours a day—25% of their workweek—searching for documents or information needed to carry out their work. Indexing your scanned blueprints eliminates this inefficiency by ensuring files are structured in a way that makes sense for your projects and teams. How Indexing Works Indexing involves adding key identifiers to each scanned file so it can be quickly located when needed. These identifiers can include: Project Name (e.g., "Downtown Office Tower Expansion")Date of Creation or Revision (ensuring teams always access the latest version)Client Name (for firms managing blueprints across multiple clients)Drawing Type (e.g., electrical plans, structural blueprints, plumbing layouts)Location or Site Name (useful for multi-location projects) By tagging files with this metadata, users can search by keyword instead of manually sifting through folders. Step 5: Secure File Storage & Delivery Once your blueprints are digitized and organized, the final step is ensuring they are securely stored and easily accessible. Storage Options for Digital Blueprints Cloud Storage (Recommended for Accessibility & Security)Cloud-based solutions allow authorized team members to access blueprints from anywhere. WCD offers ImageConnect, a secure digital file room where documents are stored, indexed, and retrievable at any time.Local Server or Internal NetworkFor firms that prefer on-premise storage, blueprints can be saved to company servers with controlled access permissions. This ensures files remain within a secure internal environment.External Storage (USB or Hard Drive Backups)For archival purposes, files can be delivered on encrypted USB drives or external hard drives, providing offline access when needed. Ready to Scan Blueprints and Save Time? Blueprint scanning saves space, improves efficiency, and enhances security—all while making collaboration easier across teams. Whether you’re an architect, engineer, or builder, having quick access to your plans ensures projects stay on schedule and decisions are made with accurate information. At WCD, we specialize in high-resolution blueprint scanning and provide secure digital storage solutions tailored to your needs. If you’re ready to make the shift from paper to digital, get in touch with us today to start your blueprint scanning project.

10.03.2024

For years, your company has stored valuable financial and legal records in filing cabinets at head office. Not only are they taking up space that could be better used to accommodate your growing team, but they’re also just sitting there… leaving them prone to risks like theft or fire. You want to go paperless, and you’ve even done your research to find a local records management company that can help you digitize your records and upload them into a dynamic information management system. But that’s not the hard part—first, you need budget approval. In this blog post, we’ll walk you through how to present a business case for digital records management—giving you insight into the challenges of storing physical records, the benefits of going paperless, and what a potential implementation plan could look like. You’ll walk away equipped with the knowledge you need to pitch this worthy initiative to leadership with confidence. We’ll talk about: The challenges of paper-based records managementThe benefits of digital document managementHow it happens: the implementation plan The Challenges of Paper-Based Records Management Traditional, paper-based records management systems are becoming increasingly unsustainable for businesses in the digital age. On average, companies lose 7.5% of the paper records they produce. These records are not only prone to physical damage, theft, or misplacement, but they also lead to operational inefficiencies that can hinder business growth. In fact, a McKinsey report reveals that employees spend up to 1.8 hours per day—about 20% of their workday—searching for information. As the volume of records and information continues to grow, so do the challenges of storing and retrieving them. Maintaining paper files not only increases storage costs but also complicates compliance with legal and regulatory requirements. Audits become time-consuming, and data retrieval becomes an obstacle rather than a seamless process. The truth is that businesses relying on paper-based systems are falling behind in terms of agility and productivity. Transitioning to a digital records management solution is no longer a nice-to-have option—it's foundationally strategic if your business wants to streamline operations, reduce costs, and improve data security. Benefits of Digital Document Management Now that we’ve established that relying on physical, paper-based records is becoming more of a hassle than a help, let’s talk about what digital document management can do for you. We aren’t suggesting you go paperless for the sake of going paperless—it's about making your workday easier, your processes more efficient, and your information more secure. Here’s how digital document management can do that for you: 1) Accessibility and Efficiency at Your Fingertips Imagine being able to find any document you need in seconds, no matter where you are. With digital records, you can. Instead of digging through piles of paper or storage boxes, your files are just a quick search away, securely stored in an intelligent information management system. Plus, if your team works remotely or collaborates across locations, everyone can access the same information instantly—no delays or messy handoffs. 2) Better Security and Staying Compliant Digital records give you more control over who can see or edit your important files. With encryption and secure access controls, your data stays protected. And when it comes to audits or meeting industry regulations (like GDPR, HIPAA, or PIPEDA), having a digital trail of who accessed or changed what makes staying compliant much simpler. 3) Cutting Costs and Scaling Up Switching to digital document management can save your business money by eliminating the need for physical storage space. No more paying for extra rooms or off-site storage. Plus, managing digital records means less time spent on administrative tasks and file retrieval. As your business grows, you can easily scale your digital storage without the headaches that come with finding more physical space. 4) Promoting Sustainability Going digital is also a great way to reduce your environmental footprint. By cutting back on paper usage, you're not just making life easier for your team—you’re also doing your part for the planet. It’s a win-win that customers and employees alike appreciate. 5) Freeing Up Space and Boosting Collaboration With fewer boxes and filing cabinets, you can free up valuable office space for more productive uses. And because digital records are easier to share, teams can work together more effectively—whether they’re sitting next to each other or on opposite sides of the world. By making the switch to digital document management, you’re simplifying your workday, keeping your data safer, and setting your business up for long-term success—all while cutting costs and helping the environment. It’s a smart move that benefits your whole team. How It Happens: The Implementation Plan WCD has a team of well-trained and highly-skilled records management and digital document management professionals that can guide you through every step of a major digitization project. Here’s a high-level look at a standard implementation plan to give you an idea of how we go about transforming those filing cabinets into easy-to-search digital repositories. 1) Assessment and Planning We start by evaluating your current records and identifying the highest-priority documents for digitization. From there, we create a detailed project plan, including timelines, resources, and budget, all outlined in a clear Statement of Work (SOW). You’ll know exactly what to expect at every step. 2) Technology Selection WCD handles everything you need for digitization, from our state-of-the-art scanning hardware to our skilled team and secure processes. We’re proud to be the only vendor in Alberta with two dedicated digitization facilities, which means faster, more efficient service. We also ensure seamless integration with your existing systems like SharePoint, OpenText, Box, and more, delivering digital files directly to your preferred platform. 3) Execution Once the plan is set, we kick off the digitization process. We start with a user acceptance test scan, followed by digitizing your high-priority records. Our robust quality control and assurance measures ensure that every document is accurately captured and fully reliable, so you can trust your new digital repository from day one. 4) Training and Change Management To make the transition seamless, we provide training for your team on the new systems and processes. We’ll also communicate the benefits of digitization to all stakeholders, helping everyone understand the value and get on board with the change. 5) Monitoring and Evaluation We don’t stop once the scanning is done. We continuously monitor the project’s progress, making adjustments as needed. Afterward, we evaluate the impact on your business—improving efficiency, enhancing security, and driving cost savings. Ready To Go Paperless? Let’s Talk! Digitizing your corporate records isn’t just a smart investment—it could be a competitive advantage for your organization. By boosting accessibility, strengthening security, cutting costs, and supporting your sustainability goals, you’ll streamline your operations and build a more resilient, future-ready business. Let’s connect and explore how we can make your transition to digital seamless and successful!

05.15.2023

So you’ve decided to go digital—congratulations! Undergoing digital transformation is a rewarding process that will dramatically transform your employee and customer experience. Converting your physical records into digital files will not only improve accessibility, but it will also streamline your workflows and enhance your data security. Before the document imaging process can begin, proper document preparation is crucial to ensuring a smooth and efficient scanning process. Here, we’ll explore some best practices for document preparation in digitization, covering tips and techniques for handling various document types and ensuring optimal quality in your finished product. Here’s the rundown: Removing staples, paperclips and bindings Removing sticky notes and adhesive materials Organizing documentsProtecting photographs Digitizing books and bound materials Dealing with oversized documents Ensuring cleanliness Get a 360 degree view of the document digitization process > 1) Removing Staples, Paperclips, and Bindings Before diving into document digitization, remove staples, paperclips, and bindings from your documents. Left untouched, these metallics can wreak havoc on scanning equipment and cause frustrating paper jams. Instead of risking damage, grab some small adhesive notes to temporarily hold together any multi-page documents or delicate materials. They'll keep things neat and tidy in the meantime. 2) Removing Sticky Notes & Adhesive Materials While sticky notes are great for reminders and separating pages pre-scan, they can be real troublemakers if they go unremoved during the scanning process, often hiding important information or causing unnecessary jams and delays. Carefully peel off any sticky notes, taking your time to avoid any tears or damage to the underlying document. Trust us—your future digital files will thank you for it! 3) Organizing Documents Organization is the name of the game when it comes to smooth digitization. Begin by sorting your documents based on logical criteria—whether that’s date, type, or category—whatever works in unison with your electronic content management strategy. By grouping related documents together, you’re not only simplifying indexing, but you’re also supercharging your retrieval capabilities post-scan. It's the perfect system for finding exactly what you need at the stroke of a few keys. Need help solidifying your content management strategy? 4) Protecting Photographs & Fragile Materials Fragile documents, like aged papers or delicate manuscripts, require extra TLC during preparation. Clean, dry hands are the key here—no greasy fingerprints or smudges, please! For an added layer of protection, consider wearing a pair of non-abrasive gloves. They'll keep these precious documents safe from any potential harm. Lay them down on a clean, flat surface and gently flatten them as needed to remove creases or curling. Remember, we're preserving history here! 5) Digitizing Books and Bound Materials If you're digitizing books, you’ll want to open pages as much as you can for the clearest scans—and to keep everything in place without causing any harm, grab some weights to hold the book steady and make sure it’s camera-ready. 6) Dealing with Oversized Documents Oversized documents like maps, blueprints, or posters require extra attention during the digitization process, because you’ll want to capture every intricate detail without any distortions. To do so, flatten the oversized document as much as possible and smooth out any wrinkles or folds. If your document is too big to fit on a standard scanner, fear not! WCD has the equipment and expertise to handle those grand-scale documents with finesse. 7) Ensuring Cleanliness Dust, dirt, and debris are not your friend when it comes to high-quality digitized documents. Using a soft, lint-free cloth or a specially designed document cleaning brush, gently wipe the surfaces of the documents, removing any particles that might compromise the scan quality. Always avoid using cleaning solutions or liquids that might cause damage. Save time—let us prep your documents! Do you have a hefty records collection and lack the resources or time to prep each document in-house? With full-service information solutions, WCD has the team and expertise to efficiently prepare, scan and manage your documents in the cloud. If your files are ready to embark on their digital journey, check out our services by clicking the link below.