I’m trying to figure what the best approach is for our situation. We keep several paper copies of our Invoices. They are physically stored separately by Invoice Number, Serial Number, and Customer Name. We have 80 years worth of Invoices that we want to digitize. We will be creating a Metadata fields for the Invoice Number, Serial Number, and Customer Name to go with each Document.
As we go through the process of digitizing each Invoice, we will miss some paper copies that should be digitized together. That means they will be scanned at a later date, as they are found.
Should we make these later scans separate Documents that have the same Metadata Field Information as previous scans? Or should we append these as files to the existing Document?
- Which approach will ensure all the Documents are found during a search on the Metadata Field?
- Will making them separate documents add a layer of complexity to managing them?
- What other concerns should we be thinking about in regards to these approaches?
- Is there a third approach, that I have not thought of?