Document Scanning and Bulk Document Conversion Services - Leighton Buzzard

paper scanning service, file scanning service

Scanning and Data Solutions provide an easy and fast way to store your files and documents electronically. This the conversion of your files allows you to retrieve your files within seconds from your desktop and without having to refile once you have finished with the information. Scanning and storing your files in an electronic format reduces storage costs and creates space for more productive use. Geographically we can cover the whole of the UK and with digital technologies, location is becoming less and less of a concern.

We can take care of the whole process of scanning your documents, from boxing up the files in your office, shipping the documents, preparing the documents and files for scanning, scanning and indexing, to finally either Shredding, Storing, or safely returning the files to you.

Usually we will need to arrange a meeting at your office where we can see your files and estimate the totals that we think that you have and discuss how you use the documents and how a digital scanning solution will best work for your organisation. We can also prepare a sample and a demonstration and provide a formal proposal document.

Our Document Scanning Service utilises sophisticated Kodak Document Scanners which provide exceptional image quality from documents that are often very low contrast and in a poor condition. The paper feeding system on the Kodak Document Scanners is one of the best in the industry. These scanners are perfect for document scanning services.

Turn around times can be tailored the scanning project requirements. We do plenty of large scanning jobs and also plenty of small scanning jobs.

Scanning Resolution

Generally we find that scanning normal documents at 200dpi (dots per inch) is sufficient, this keeps file sizes at a good level and provides good definition and clarity. Sometimes higher resolutions such as 400dpi can bring in unnecessary speckle, though sometimes small detail simply needs a high resolution to be captured. Once we understand the project that you have and the documents involved we can suggest a resolution that would be suitable. If the files are going to be OCR searchable, 200dpi is still usually sufficient, there seems to be a rule of thumb that OCR should be performed on files at 300dpi which is certainly possible, though with our combination of scanners and OCR conversion software 200dpi provides results that are the same, in fact sometimes better than 300dpi.

On-site Scanning of documents

We appreciate that some paper documents are very sensitive, because of this we offer off-site document scanning services at our premises and on-site at your premises. So we will bring the scanning facility, people, expertise and all the scanning hardware to you. In highly secure scanning environments, upon completion of the project, we can remove all hard drives from our systems and hand them over to you, so no data needs to leave site.

Confidentiality and Scanning

We are registered with the Information Commissioners Office for Data Protection (reg Z2002164) and have signed the Data Protection Promise, we also have confidentiality agreements already drawn up by our lawyers for both parties to sign. Disks containing the document scans are encrypted to AES256 standards.

Legal Admissibility of Scanned Images

Scanning documents on-site and off-site can be in accordance with BIP0008:2004 (previously PD0008). For on-site scan projects, procedures can be written for your specific specification.

Technical Requirements and Specifications

Typically around 20,000 sheets of A4 paper can be scanned and stored on a single 700Mb CD ROM, which generally equates to about 2 standard 4 drawer filing cabinets scanned to one CD. DVDs contain about 7 times this volume, so about 140,000 documents can be scanned and stored on one DVD, which is about 14 filing cabinets!

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 A4 files, JPEG is also a colour format whereas most bulk file conversion projects will be monochrome. PDF is now a recognised standard, the following formats are becoming the norm archiving projects:

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

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

OCR Optical Character Recognition/Searchable PDF Files

Searchable text/OCR text is becoming more and more popular when scanning documents. Once a document is scanned, the text that is on the scan can be automatically recognised and stored so that the data can be searched at a later date. The best example of this is the use of PDF searchable files. Using the standard Acrobat Reader, an entire archive of searchable PDF files can be searched. Acrobat will then provide a results list of all the recognised occurrences of the word (or number) searched for. During normal viewing, the user is presented with the original document scan, the searchable text that was recognised on the document scan is stored behind the scan layer. The recognised text can also be copied out and pasted into an application such as MS Word where is can be edited as a normal Word document. This forms part of our document scanning service and is a highly cost effective way of creating a very effective solution.

The searchable PDF files can also have an Acrobat Catalogue built, this makes search large volumes of searchable text files much faster by combining the search data into a database.

We also offer OCR/Optical Character Recognition Services, where we scan the original document and return the file as both a Word document and also a searchable PDF.

CD ROM, data scanning, file scanning

Indexing of Scanned Documents

Once the scanning of documents is complete, they usually need to be indexed. The exact document scanning/indexing requirements will depend mainly on your needs. In general we find that is is not necessary to spend thousands of pounds on an amazing document management system, of which 99.9% of the functionality you will not use or need. Generally, a simple index, using the index fields as the filename is more than sufficient, for example;

38489_Scanning and Data Solutions.pdf, where 38489 may be a contract number and Scanning and Data Solutions the client. The fields that need to be indexed will be discussed so that we can create a full specification for your scanning job.

Some clients may already have a Document Management System or database that they wish to get scanned documents into or linked to. We can also provide scan data and index data in numerous formats, for example;

Comma Separated (.CSV), MS Excel, Ms Access, Text

Delivery

The Scan and index information can be returned on CD ROM/DVD or loaded to our FTP server complete with Archiver search, view, print software which can be easily configured for network access and well as local CD based access. Disks containing the scanned documents are encrypted to AES256 standards.

Document Management Software and Document Retrieval Software

In instances when software is required to store and look after your scanning and indexing, we have a number of options. Archiver is an entry level Document Retrieval System, designed for TIFF and PDF files. The system is based on a MS Access backend database. Archiver enables users to search on a number of data fields and quickly display the scanned TIFF or PDF. The PDF or TIFF can then be emailed, printed, exported etc. Alternativelty we can provide a comprehensive online document management solution.

Further Information

::Onsite Scanning Services

::Scanning Prices

::Medical Records Scanning

::OCR and Searchable PDF

::POD Scanning

::Archiver Software

::Document Management

::Download Brochure

::Scanning Services


Purchase Online

::Buy Document Scanning


Typical Small Format Scanning Applications

::Invoice Scanning

::Accounts Scanning

::Patient Record Scanning

::Medical Record Scanning

::Contractual Information

::Planning Applications

::Building Control Files

::HR File Scanning

::Health and Safely Files

::O&M Manual Scanning

::Proof of Delivery Notes

::General Correspondence


Advantages

::Confidential

::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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