Flat file storage takes up far more physical space to store large format files than standard file cabinets with paper documents. Now that large format files are typically created and maintained in graphic software or CAD formats the need still arises for all of those mylar drawings from the good ‘ole days.
As with standard and legal sized paper documents there are two document archiving options: scanning in to a digital format or offsite storage of the files. Depending on the future use of the documents leads to the conclusion of how best to archive them.
Digital archiving lends itself well to easy retrieval and the best results for presentations and vector overlay (more on this below). Offsite storage allows you access to the physical document while opening up valuable office space.
Having spent many years as a CAD designer I can tell you it is SO much easier to work with a digital image of an archive drawing than it is to measure off of a physical mylar drawing. Now that all CAD programs have a digital to vector conversion process available I would tend to strongly recommend the scanning option.
As stated above, offsite storage for large format drawings allows you the option to always get the physical file. In some cases it is extremely helpful to have the physical file available even if you have a scanned image. In my experience converting a digital file to vector in CAD you still need at least one area of the drawing that you can ‘pin’ the image to its exact measurements. Once the digital image has been adjusted back to actual scale the rastering process can begin.
Today’s scanning technology has made the scanning archive solution much more viable. These days the pixel quality is high to allow you to be able to even read the design notes on a drawing, no more guessing what that glob of fragmented pixels said at one point.
Archiving engineering drawings, aerial maps and even old plats allows you to add more depth to a project to show previous data below the new proposed project. Since most people are visual, this technology has helped even small engineering companies get the leg up on competition with better proposal drawings.
Graphic artists and marketing companies can also benefit from converting their old projects that are now posters rolled up in the corner or a back room. Those ideas can be accessed quickly and easily when they are converted in to high quality digital format to be brought up on a large screen during a presentation or brainstorming. Each document will be indexed using multiple different keywords that will make retrieving a poster a snap.
No matter what your large format documents are for there is an option to keep the integrity and longevity of each file for when the day comes you need it again. The hardest part sometimes is deciding which archival option is best for you, looking forward to the potential use of the files.
Author Resource:
Shoreline Records Management, a privately held company headquartered in Long Island, NY and was founded in 2001. The company provides professional document conversion and management for small business through enterprise level businesses. For more information, visit http://www.shorelinerm.com
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