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Use case
Large-scale digitisation
When large volumes are digitised every day, every step needs a clear status, a clear owner and a reliable next action.
Large-scale digitisation is about more than scanning large numbers of pages. Major digitisation projects need to be planned, managed, monitored and documented in a traceable way – often over long periods of time, with several teams, different locations and clear requirements for quality, structure and handover.
Imageware supports these projects with software that connects scanning, job management, processing statuses and handovers in a controlled workflow. Even at high volumes, teams can see what has been completed, what is currently in progress and what needs to happen next.
Digitise large volumes with control
Large-scale digitisation often means processing hundreds or thousands of pages per day. Physical materials, scanning workstations, post-processing, quality control, metadata, reshelving and handover to target systems all need to work together reliably.
The key is to keep every item and every job traceable throughout the process. Where is the original material? Has it already been scanned? Has quality been checked? Is the metadata complete? Has the result been transferred? In an active project, these questions need quick answers.
Many steps, many people, many dependencies
The larger a digitisation project becomes, the more coordination it requires. Materials need to be retrieved, transported, captured, checked, sometimes corrected, returned and transferred to downstream systems. At the same time, processing statuses need to remain transparent and errors should be identified early.
Without suitable workflow management, gaps can quickly appear: jobs may be processed twice, materials become hard to locate, status information is maintained manually or handovers are not documented clearly. This costs time and makes project control more difficult.
Long-running projects in particular need a system that supports more than individual work steps. It needs to reflect the whole process – from job creation and scanning through to output, handover and documentation.
Workflow management for major digitisation projects
Imageware supports large-scale digitisation by combining workflow management with productive scan processing. Large volumes can be handled in a structured way without losing sight of jobs, statuses and handovers.
mybib eDoc manages the overall process. Jobs, tasks, responsibilities, status information and handovers can be managed and documented centrally. This is especially useful when many items, locations, teams or process steps need to be coordinated.
BCS-2 supports productive capture and processing of digital objects. Materials can be scanned or existing images imported, images processed, quality checks performed, index data added and results exported to defined formats or target structures.
Together, the two systems enable an end-to-end process: from job creation and workflow control through scan production to the controlled handover of finished digital objects.
A typical workflow
Set up the project and jobs
Collections, titles, shelf marks or item lists are created as jobs. Requirements for processing, quality, output and handover can be defined for the project.
Retrieve and prepare materials
Physical materials are prepared for digitisation. Their status remains traceable, so teams can see which materials are at which stage of the process.
Scan or import images
Materials are captured with BCS-2, or existing image files are integrated into the workflow.
Process images and check quality
Digital objects are reviewed, corrected and approved for further processing.
Add structure and metadata
Index data, page information, structural data or OCR results are added so the digital objects can be reused.
Export and transfer results
Finished files are provided in the required formats, folder structures or target systems.
Document return and completion
After digitisation, return of materials, handover and project completion can be documented in a traceable way.
Large projects remain manageable
With Imageware, large-scale digitisation projects become more transparent and easier to control. Teams can see which jobs are open, in progress, checked or completed. Work steps can be standardised, handovers documented and results exported consistently.
This reduces manual coordination, helps avoid unnecessary duplicate work and creates a reliable basis for projects where high volumes, quality and traceability need to come together.
For organisations running major digitisation projects
Large-scale digitisation is relevant for organisations that need to digitise large collections in a planned, traceable and consistent way.
Let’s talk about your large-scale digitisation project.
Whether you are working with extensive collections, multiple teams or long-term project structures, we can help you clarify the requirements and shape a workflow that brings volume, quality and traceability together.