Scan4Archive
is a document scanning
service to
convert paper documents into an
electronic format whether that is uncompressed TIFF, TIFF, JPG,
PDF or PDF/A and return it on a CD, DVD, portable hard-drive or
transfer the finished product by
secure 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
9001:2008 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 file-name 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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