Scan4Archive is a document scanning service to
convert paper documents into an
electronic format whether that is uncompressed TIFF, TIFF, JPG
or PDF and return it on a CD, DVD or transfer the finished product by
FTP.
The different types of documents that
are scanned are; invoices, Development Applications, Council Minutes,
Medical records, Insurance claims, proof of delivery, membership
application forms, contractual agreements, postcards, cheques and
credit vouchers. If you have a hard-copy document then we can
scan it.
At Scan2Archive the whole scanning
process has been Quality Accredited and audited to AS/NZS ISO
9001:2000 standard.
What do we mean by the whole scanning
process?
Now let us take you through the Scanning process:
- Check-in
- When the material arrives at the Scan2Archives' facility it is
checked
to make sure the number of boxes that were dispatched equal the number
of boxes that arrived. Any discrepancies is immediately notified
to the customer. The project is checked into our work tracking
system. The boxes are stacked in order to ensure the lowest
numbered boxes are moved into the production line first.
- Schedule
- The project is then allocated a time slot to begin the preparation
process.
- Preparation
- The first boxes are unloaded onto the preparation table a file at a
time. The folders are prepared for scanning by removing the pages
from the clips securing the pages to the folder. The pages are
prepared by staples, clips and pins being
removed, corners straightened, and paper tears repaired. Post-it
notes are relocated so they do not obscure any text. The prepared
documents are loaded into plastic tubs for movement to the scanning
studio.
- Scanning
- The documents are NOT loaded into a hopper and left alone. The
scanner operator feeds one page at a time and monitors the quality of
the scanned image on the scanning station (a page per second).
Any
page that is below the standard is immediately rescanned into the same
batch and the original image deleted. Image enhancement is conducted on
all the images.
- File-naming
and Indexing
- This is the process of how the customer wants to find or retrieve the
documents. The index specification is created after a discussion or
meeting with the customer to determine the best methodology to be
used. This can be from a simple filename to several index fields
for importing into a database. These index files are usually
Comma Separated Value (CSV), Excel spreadsheets or XML files.
- Post
Preparation - This is where the decision is made of whether the
customer wants to keep the original hard-copy documents and have them
re-instated as per the original source or have these
documents securely destroyed and a certificate of destruction issued.
Click
here
for more information on Scan4Archive or to request a quote.
Scan2Archive have other
scanning services as follows:
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