Accounts Document Scanning


Invoices can be scanned and indexed the same day and loaded to a system for you to search and view the scanned invoices. The invoices can be imported into a system on your network such as FileStore or Virtual Cabinet, or imported to our ABC hosted management system.

If you already have a system, the invoices may be able to be imported and attached to your existing accounts system.

Indexing of Accounts documents

Historic accounts files can often be scanned in a similar manner to how they are stored in paper format. From experience, many accounts departments simply file Purchase Invoices, Sales invoices, Bank statements in lever arch files. In its simplest form, we can mirror this with PDF files. So each Lever Arch file will become a multipage PDF and the PDF will be named with the details that were on the spine of the Lever Arch file. One of the benefits of the document scanning process is that we will OCR your documents, so OCR searchable text will be within each scanned PDF file, this means that text can be searched upon, making finding the invoice that you need much faster.

Scanning and indexing is this manner keeps indexing costs to a minimum, as we are only creating 1 index for an entire Lever Arch file, and a Lever Arch file is typically 400 pages.

Scanning your Accounts files means that they can be easily shared as well as saving you storing the hard copy paper for the next 7 years.

We can offer this as a service, or supply you with the necessary software and scanners to run the system inhouse.

Scan File Formats

We can create hundreds of different file formats for scanned images. However the most typical are PDF and TIFF. JPEG is a popular format but is only a single page format so it does not lend itself that well to document scanning, JPEG is also a colour format whereas most bulk document scanning projects will be monochrome. PDF is now a recognised standard, the following formats are becoming the norm for document scanning projects and document archiving projects:

PDF/A-1b Compact ISO19005-1 Level B

PDF/A-1b Raster ISO 19005-1 Level B

Confidentiality of Personal Information

As with all information that we receive, information is confidential. We are registered with the information commissioner for data protection, our registration number is Z2002164. All our staff have signed confidentiality agreements, and we have an additional confidentiality agreement that we would sign with clients which deals with Data Protection.

We also have the facilities to scan documents on your site (onsite scanning), in addition to the advantage of increased security, this also has the benefit that the notes remain accessible to you.

When we transfer data to you, we use AES 256 encryption technology to secure the CDs or DVDs. If we are scanning onsite we can also remove any hard disks or backup devices and hand them over to you, hence no data need leave site.

How it works

We will remove any staples and clips from the files and generally prepare them for scanning. The files are then scanned. The indexing is then taken from the scanned POD record, usually POD number or Job Number. The scanned files and index are then formatted to the exact specification required. The scanned medical data is then encrypted to AES256 Standards and burnt to CD, DVD or Sent via Encrypted internet communications. The Original boxes of documents can either be returned to you, securely shredded or put into secure storage.


Further Information

::Onsite Scanning Services

::Scanning Prices

::Medical Records Scanning

::OCR and Searchable PDF

::Invoice Scanning

::Delivery Note Scanning

::Filestore Software

::Document Management

::Download Brochure

::Scanning Services

Typical Medical Scanning Applications

::Patient Record Scanning

::Medical Record Scanning

::Contractual Information

::Accounts Data

::General Correspondence


Advantages

::Confidential

::Data Protection Registered

::On-site Scanning

::Off-site Scanning

::Fast Turnaround

::High Volume Bulk Scanning

::Small Volume Scanning

::High Quality & Accurate

::Colour Document Scanning

::OCR Searchable Files

::Indexing of Scanned Data

::Confidential Shredding

::Support and Training

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