The goal should be to create a digital file that matches or improves the quality of the image on the original record. This may include a fine contrast adjustment to be sure that all notes and highlighter marks are visible, there are no creases in the paper, the paper is aligned and not crooked, no pages are missing from the set of materials, and all blank pages have been deleted.
Basic to customer service is meeting the expectations stated in the business agreement. It is essential to have ongoing, clear communication so there is a good understanding of what the customer expects and what is possible. This also means giving information about the scanning work and keeping the customer informed along the way.
An initial meeting that establishes the key contact person for the project will keep communication flowing as well as provide updates about the progress of the project and concerns along the way. The best rule of thumb is to communicate any questions or concerns as soon as possible so that a plan of action can be developed to solve a problem.
Defining Goal and Product
When project goals are clearly defined, the project has a better chance of meeting expectations. Decide on a deadline for delivery of records and regularly communicate by phone or e-mails about the progress of the project. How will the scanning product be delivered? Who will do the quality checks of the scanned material? How should the files be returned? Should the files be reassembled or shredded? Where will the scanned material be stored? These details will form the basis of a good working relationship, provided that they are determined at the beginning of the scanning agreement.