HOW SCAN2ARCHIVE CONVERTS YOUR PAPER FILES TO DIGITAL
You may be wondering how exactly scanning conversion services and data entry providers convert the mountains of paper filling your storage rooms and filing cabinets, into more useful digital files.
Scan2Archive’s experienced scanning team of professionals ensure great care and planning go into these steps, so the resulting files are accurate and the outcome is quality digital copies of your paper documents. Here’s an overview of the steps that Scan2Archive’s document scanning or data entry service will provide to your business.
1. Understanding your Requirements
Our scanning service team meets with you to understand your business’s unique project needs and requirements. This allows us to effectively plan the most efficient way to convert your paper records into functional digital files. In case of data entry, your input files are reviewed to understand the best way forward.
2. Collecting your Documents
Once the initial consultation is complete and project needs assessed, Scan2archive will either send our own staff and vehicle or our secure document collection service to transport your documents to our scanning facility. Of course, you can also choose to request that the scanning process be done at your premises, utilising our on-site scanning services.
3. Document Preparation
Prior to scanning our team will contact you to confirm the scanning and file output specifications. Once confirmed, documents will undergo the following preparation steps, such as the removal of any fasteners, paper clips and staples plus the repair of any tears. Batch header sheets are then created for each box to track every page and file.
4. Initial Scans
Once the documents are prepared, a few initial scans are made. Document scanning is best performed by hand to reduce the chance of mis-feeds. Scan2Archive chooses to hand feed each page into the scanning machines to ensure that your records are handled with the maximum care during the process.
5. Quality Checks
The resulting scanned images are viewed on calibrated hi-res monitors and re-scanned if quality control standards are not met. Images are straightened, rotated, cropped, color corrected (if needed) and blank pages removed.
Our team will send you samples of the scans for your approval before we continue with the complete batch scans. If you choose to have the files undergo Optical Character Recognition (OCR) then the accuracy of the resulting files will also be reviewed.
6. Post-Scanning
Once the project is complete, Scan2Archive can place your original documents back in their storage boxes as we received them. The resulting digitised files are then placed on a secure FTP server and a link sent to you for secure retrieval.
Other access options include providing online file sharing services or by delivering a portable hard drive or USB to your business. If you prefer your documents to be securely destroyed, we securely store them at our scanning facility for up to 6 weeks before shredding and pulping them and providing a certificate of destruction.
DOCUMENT SCANNING AND DATA ENTRY SERVICES
Scan2Archive offers trusted and reliable ISO-certified document scanning and data entry services. With over 38+ years of experience across a wide number of industries, Scan2Archive’s tried and tested service offerings are backed by AS/NZS ISO 9001:2015 Quality Accreditation.
Scan2Archive is also an approved vendor for the NSW Government Procurement ICT Services SCN0020 Category G20 — Digitisation and is a signatory to Queensland GITC5 for Government purchasing. Contact our team of experts now to learn how we can handle your business’s document scanning and data entry project requirements.
