Key considerations for selecting the best hardware for scanning archival and historical documents.

Preserving archival and historical documents, in accordance with global best practice and standards, is a crucial objective for cultural organisations in the Galleries, Libraries, Archives and Museums (GLAM) industry. Producing robust digital copies allows for easy access, from anywhere in the world while retaining historically significant information and knowledge for posterity. This critical process requires careful attention to detail - beginning with the selection of the best scanning hardware available on the market.

Archival documents can be hundreds of years old, including anything from maps, newspapers and photographs to books and microform materials. They are often invaluable items that are of historic significance and must be digitised to preserve their value and ensure there is a record for posterity. However, digitisation can pose a risk as many of these documents are easily damaged (due to the fragility that comes with age and wear).

Managing the process requires the correct processes to be followed and the best suited tools used, especially in cases where items have badly deteriorated and need to be protected. Capturing history must be efficient and careful, ensuring that all historic and archival items are digitised according to international standards.

Selecting the right hardware is crucial to achieving high-quality digital reproductions while safeguarding the physical integrity of these irreplaceable items. Below are four primary considerations for scanning historical documents towards digitisation.

4 key considerations for scanning archival and historic items

01: Detail and Accuracy

In many cases, the documents presented for digitisation within this context are faded or damaged. This means that suitable scanners should be capable of capturing granular detail, such as subtle colour variation and texture, without causing damage or adding noise or distortion to the final product. This ensures that the digital reproduction is a faithful representation of the original, preserving its historical and informational value, regardless of the size of the document being scanned.

02. Document Handling and Preservation

Archival documents are often fragile, rendering their physical handling a significant concern.A suitable scanner for such artefacts should be designed to process these items with minimal contact, gentle handling, and the ability to accommodate materials that are in delicate condition. For historically significant material, preserving the physical integrity of the original during scanning is as important as the quality of the digital output.

03. Metadata and Classification

Efficient metadata capture and classification are crucial for managing digitised documents. Proper metadata ensures systematic cataloguing, making retrieval straightforward and enhancing the accessibility of information. Scan software that supports detailed metadata capture facilitates the organisation and management of large archives, improving the usability of digital collections.

04. Compliance with Global Digitisation Standards

Adherence to international archival and imaging standards is vital to ensure that digitised documents remain accessible and usable over time. Compliance with these standards (which you can read more about here) is a tested way of ensuring that digital copies meet robust measures of quality for long-term preservation, and are compatible with archival systems. This consistency is especially important for institutions managing large collections, ensuring uniformity and reliability throughout the digitisation process.

FCTEC has partnered with globally leading hardware manufacturers to bring the best OEM scanning equipment to the African continent. By collaborating with industry staples, such as german-based Zeutschel and SMA, FCTEC ensures that you have access to the highest quality scanners tailored for archival and historical document preservation.

Zeutschel Scanners for Archival and Historical Documents



Zeutschel is renowned worldwide for its precision and innovation in the field of archival digitisation. Their scanners are designed to meet the most stringent requirements, ensuring that even the most delicate documents are preserved with exceptional accuracy and care.

• Zeutschel OS A Series: Perfect for digitising books, manuscripts, and other fragile items, these modular overhead scanners minimise physical contact, making them ideal for preserving the integrity of delicate materials.
• Zeutschel OS C Series: The Zeutschel OS C Series is designed for overhead and large-format scanning, offering enhanced quality and reliability. With up to 600 dpi resolution and features for gentle handling of delicate documents, this series is ideal for general digitisation projects in libraries and archives. The OS C Series combines advanced scanning capabilities with ease of use, making it suitable for a wide range of digitisation needs.
• Zeutschel OS Q Series: The OS Q Series is designed for high-quality overhead scanning, offering up to 600 ppi resolution and true RGB capture for precise image reproduction. With advanced features like 96-bit internal image processing and bi-directional scanning, scanners in thus range are ideal for digitising a wide range of materials, including books, manuscripts, and delicate documents. The series provides flexible options to handle various document sizes and scanning needs.

SMA Scanners for Archival and Historical Documents



SMA is a leading manufacturer of large format flatbed scanners, specialising in high-resolution digital imaging for various industries, including libraries, archives, and fine art. First conceived in the 1960s, SMA scanners are known for their robust performance, especially in handling large-format documents with high precision. These scanners are perfect for projects that demand both quality and precision.

• VERSASCAN 3650 AO: With a scanning range of 914 x 1270 mm (36 x 50 inches) and an optical resolution of 600 ppi, this scanner is ideal for digitising large-format documents such as maps and architectural drawings.
• VERSASCAN 2550 A1: Featuring a scanning range of 635 x 1270 mm (25 x 50 inches), this scanner offers up to 40% more scanning range than other comparable A1 scanners in the market. With an optical resolution of 600 ppi across the entire scanning range, it’s perfect for institutions that require the digitisation of a variety of document sizes while maintaining high quality and precision.
• VERSASCAN 36100: Offers an extensive scanning range of 914 x 2540 mm (36 x 100 inches) and 48-bit colour depth, making it suitable for projects requiring the digitisation of oversized materials with exceptional detail.

For personalised advice and to ensure you select the perfect scanner for your unique needs, contact FCTEC's experts today. We will help you assess your specific circumstances and provide a detailed recommendation tailored to your preservation goals.