Managing your storage size is easier than you think it would be!

A lot of the time users don't consider the size of their electronic documents, both scanned, and electronically generated. However, some scanning software, like PaperVision Capture, have built-in compression capabilities to help you minimize file size (but more on that later).

Imagetek recommends uploading in black and white images VS color for storage in the document/content management system; Radix or Papervision Enterprise (PVE), because black and white images are significantly smaller in file size.

Both systems we offer support multiple file types and have the ability to upload documents into the systems in multiple ways. As the number of documents increases so will the size of the storage. There are retention and destruction policies that can be put in place to help keep the old files cleaned up, and the storage amount down. It also helps when the files are uploaded in a compressed black and white format.

Many, if not all cloud-based storage systems are billed according to the amount of storage used. When the images are uploaded in black and white it will keep the storage amount lower, which will have a direct impact on the cost/affordability. The difference between black and white and color images is a measurable amount, as you’ll see.

For example, I took a 2-page document and scanned it in as both color, and then black and white to show the difference in file size.

Color Document

1,581 KB

Black and White Document

261 KB

Reduction in size by:

84%

Many documents, even if they contain some color, don’t need to be scanned in color. It is a common mistake to scan in color when it is not required. For example, if a document has a colored letterhead many people feel they should scan it in color, when in fact it will scan just fine in black and white. A lot of documents have color in them: forms, brochures, invoices, and others, but rarely does the difference in size warrant the need for a color scan.

To put it simply, most business documents may be scanned in black and white, even if they have color on them. If a black and white photocopy would be acceptable then a black and white scan should be as well.

The exception would be in the document includes highlighter markup, color charts, and diagrams or color photographs – then color scanning is indicated. Don’t ignore color information if it is needed, just make the decision thoughtfully because color can add expense and hassle to almost every interaction with the document thereafter.

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