Distributing paper surveys by mail often means folding or stapling pages together. Both practices are perfectly acceptable, but each requires careful handling to ensure your scans process correctly and your scanning equipment stays in good shape.

Folding paper surveys

Folding is generally safe, though fold lines can occasionally interfere with recognition accuracy. A few simple precautions will help you avoid problems.

Best practices for folding

• Use minimal folds. One fold is usually enough for standard envelopes. Multiple folds increase the risk of recognition errors.
• Avoid checkbox areas. Never fold through multiple-choice checkboxes. Fold lines can be misinterpreted as checked responses.
• Keep folds away from text areas. Folds through handwritten text can cause the text to be read as a continuous line.

Example of a folded page - notice the visible fold line

What happens with fold lines

Most fold lines are automatically ignored during processing. However, if a fold crosses through response areas, you may need to manually verify those responses. This is especially important for:

• Multiple-choice questions where folds might register as selections
• Text fields where folds can flag empty text areas for manual review

Fold through text area - may require manual correction

Stapling paper surveys

While stapling keeps pages organized, it requires extra steps before scanning.

Important stapling guidelines

• Always remove staples before scanning. Staples can damage scanner mechanisms and leave marks that interfere with recognition.
• Preserve corner marks. When removing staples, be careful not to tear the corner marks. At least 3 of 4 corner marks must be intact for recognition.
• Consider alternatives. Paper clips are safer than staples. They are easier to remove and do not leave permanent marks.

Recommended approach

1. Use paper clips instead of staples when possible
2. If you must staple, use a proper staple remover (not scissors)
3. Check that all corner marks remain visible after staple removal
4. Scan immediately after removing staples to prevent pages from separating

Setting yourself up for success

Before committing to a large print run, test your folding method with a sample survey first. Train staff on proper staple removal techniques, and consider printing on heavier paper stock to minimize fold damage. Keeping a backup of unfolded surveys is also a good safeguard.

By following these guidelines, you will maintain high recognition accuracy while efficiently managing your paper survey distribution.