Document2Scan is a bulk commercial document scanning service for the digitisation of paper documents into files, whether that is uncompressed TIFF, JPG, or text searchable PDF or PDF/A and return it on a USB, hard drive, or transfer the finished product by secure FTP.
Examples of different types of documents that may be scanned include:
- Development Applications
- Council Minutes
- Medical Records
- Insurance Claims
- Proof of Delivery
- Membership Application Forms
- Contractual Agreements
- 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?
Our scanning process is Quality Assured to deliver the best results to our clients.
- Check-in — When 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 are 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 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 reinstated as per the original source, or have these documents securely destroyed and a certificate of destruction issued.