How to Prepare Paper Drawings Before Sending for CAD Conversion

The quality of your CAD conversion depends heavily on the condition and preparation of the original paper drawings you send us. We often receive drawings that have been stored for decades, folded multiple times, annotated with changes, or damaged by exposure to light and moisture. While our team can work with almost any original, taking the time to properly prepare your drawings before scanning can significantly improve accuracy, reduce the need for clarification calls, and help us deliver your digital files more quickly.

Whether you are digitising a single site plan or converting an entire archive of engineering drawings, following these preparation steps will ensure the best possible results from your paper to CAD conversion project.

Inspect and Sort Your Drawings

Before packing up your drawings, take time to inspect and organise them systematically. This initial review helps you understand what you are working with and allows you to communicate any issues to our team upfront.

Check for Completeness

Verify that you have all the sheets you need to convert. Missing sections, details, or key plans can create gaps in the final CAD deliverables. If you discover that certain drawings are missing, note this clearly so we can plan the conversion accordingly and flag any areas that may require assumptions or interpretation.

Identify Drawing Types and Scales

Sort your drawings by type (plans, elevations, sections, details) and make note of the scale of each drawing. Different scales require different levels of detail in the CAD conversion, and grouping similar drawings together helps us process your project more efficiently. If scales are not clearly marked on the originals, measure known dimensions and calculate the scale before sending.

Document the Condition

Make a quick inventory noting any drawings that are torn, faded, stained, or heavily annotated. Photographs of damaged areas can be helpful. This documentation protects both parties and helps us anticipate challenges during the conversion process. We will often contact you for clarification on ambiguous areas, but advance warning allows us to allocate appropriate time and expertise to your project.

Clean the Original Drawings Carefully

Dust, dirt, and debris on paper drawings can interfere with scanning quality and obscure important details. A gentle cleaning can make a significant difference to the clarity of the scanned image and the accuracy of the subsequent CAD drafting.

Remove Surface Dust

Use a soft brush or a clean, dry microfibre cloth to gently remove surface dust and dirt. Work from the centre outward to avoid pushing debris into creases or folds. Never use compressed air, as this can drive particles into the paper fibres or damage fragile areas.

Avoid Liquids and Chemicals

Do not attempt to clean stains or discolouration with water, solvents, or cleaning products. These can cause ink to run, paper to warp, or permanent damage to the original. If a drawing has significant staining that obscures detail, simply note this in your covering documentation. Our team is experienced in working with imperfect originals and can often extract the necessary information through careful examination and interpretation.

Handle with Clean Hands

Oil and moisture from hands can transfer to paper and cause further deterioration over time. Handle drawings with clean, dry hands, or use cotton gloves if you are dealing with particularly fragile or valuable originals.

Flatten and Remove Folds Where Possible

Folded drawings are common, especially with older sets that have been stored in filing cabinets or archive boxes. While our scanners can accommodate some folding, flattening the drawings before dispatch improves scan quality and reduces the risk of damage during handling.

Unfold Gently

Unfold drawings slowly and carefully, supporting the paper as you go. Do not force creases flat, as this can tear weakened paper. If a drawing has been folded for many years, the paper may have memory and resist flattening. In these cases, lay the drawing flat under a clean board or sheet of card and allow it to relax naturally for a day or two before shipping.

Avoid Heavy Pressure

Do not place heavy objects directly on drawings to flatten them, as this can cause surface damage or emboss the paper with texture from the weight. Instead, use light, even pressure distributed across a protective layer.

Protect Brittle Paper

Very old or brittle drawings may crack or fragment when unfolded. If a drawing feels stiff or fragile, do not attempt to flatten it. Instead, leave it as it is and alert our team. We have specialist techniques for handling and scanning delicate originals without causing further damage.

Annotate and Clarify Where Necessary

Clear communication about the content and intent of your drawings helps us produce CAD files that meet your specific requirements. A few minutes spent adding notes or clarifications can save hours of back and forth later in the project.

Mark Up Areas of Interest

If certain areas of the drawing are more important than others, or if you need specific details emphasised in the CAD version, mark these clearly on a photocopy or sketch. Do not write directly on the original unless absolutely necessary, and if you do, use a soft pencil rather than pen or marker.

Clarify Ambiguous Information

Faded text, unclear dimensions, or overlapping annotations can create ambiguity. If you know what the correct information should be, provide this in a separate covering note keyed to the drawing sheet number and location. For example, if a dimension is partially illegible but you know from site records that it should read 4500mm, note this clearly.

Indicate Revision Status

If your drawings have been revised or amended over time, indicate which version is the master or which annotations should be incorporated into the final CAD file. Conflicting information from different revision stages is a common source of error in CAD conversions, so clear guidance from you helps us deliver an accurate result first time.

Organise and Label for Shipping

How you package and label your drawings affects both their safety in transit and the efficiency of our workflow once they arrive. A well organised submission allows us to start work immediately without needing to contact you for clarification.

Group Related Drawings Together

If you are sending multiple projects or sets of drawings, group them clearly and label each set with a project name or reference number. Use treasury tags, paper clips (not staples or pins, which can damage scanners), or rubber bands to keep related sheets together.

Include a Drawing Register

Provide a simple list of the drawings you are sending, including sheet numbers, titles, and scales. This allows both you and our team to confirm that nothing is missing or misplaced during transit or processing. A spreadsheet or typed list is ideal, but a handwritten note is perfectly acceptable.

Add Contact Information

Include a cover sheet with your contact details, project reference, and any specific instructions or deadlines. If there are particular CAD file formats or layer structures you require, note these clearly. Our standard paper to CAD conversion delivers DWG files, but we can also produce DXF or ArchiCAD PLN formats to suit your workflow.

Package Securely for Transit

Proper packaging protects your drawings from damage in transit and ensures they arrive in the best possible condition for scanning and conversion.

Use a Rigid Tube or Flat Mailer

For A0 to A2 drawings, a rigid cardboard tube is the safest option. Roll the drawings loosely with the printed side outward to minimise stress on the paper. For smaller drawings or if you prefer not to roll them, use a flat, rigid mailer with cardboard stiffeners to prevent bending.

Protect Against Moisture

Wrap drawings in a plastic sleeve or bag before placing them in the tube or mailer. This protects against moisture if the package is exposed to rain or damp conditions during delivery. Ensure the plastic does not trap condensation by allowing some air circulation, or use acid-free tissue paper as an additional protective layer.

Seal and Label Clearly

Seal the package securely and label it with both our address and your return address. Mark the package as containing paper documents and handle with care. Use a tracked and insured delivery service, particularly if the drawings are originals with no backup copies.

Communicate Your Requirements Clearly

The final step in preparing your drawings is ensuring we understand exactly what you need from the conversion. Clear communication at the start of the project saves time and ensures the deliverables meet your expectations.

Specify File Formats and Standards

Let us know which CAD file formats you require (DWG, DXF, PLN) and any layer naming conventions or drawing standards you follow. If you work to a particular CAD standard (BS 1192, ISO 19650, or an in-house protocol), share this information so we can structure the files accordingly.

Define the Level of Detail

Different projects require different levels of detail. A site layout for planning purposes needs less detail than a set of construction drawings for tender. Be clear about your intended use for the CAD files so we can pitch the level of detail appropriately and avoid unnecessary work that adds time and cost.

Set Realistic Timescales

Our standard turnaround for paper to CAD conversion is 48 to 72 hours, but larger or more complex projects may take longer. If you have a fixed deadline, let us know when you request a quote so we can confirm whether we can meet it or suggest alternatives if necessary.

Before you start, it is also worth reading our companion guide on assessing drawing condition and setting your conversion specification — that one covers what to ask for, while this one covers getting the originals physically ready.

Ready to Get Started

Proper preparation of your paper drawings is a small investment of time that pays significant dividends in the quality and accuracy of your CAD conversion. By inspecting, cleaning, flattening, and organising your originals before shipping, you help our team deliver the best possible results in the shortest time.

If you have questions about preparing your drawings, or if you are dealing with particularly challenging originals, please get in touch before sending. Our team is always happy to advise on the best approach for your specific project. When you are ready to proceed, request a quote through our online form or contact us directly to discuss your requirements.