How we scan
Firstly, we agree a plan to suit your digitisation needs, including any data you would like captured for indexing purposes. We ascertain how you want to sort and access your files once scanned (*indexing), and then take a small sample to run a pilot.
From this, we check that you are happy with both the quality and the index information being captured. Any adjustments can be made at this stage and from this, we can gain an insight into how long the project is going to take.
We then prepare your documents for the scanning project, taking the paperwork out of folders or files, de-tagging and removing any staples or fastenings. The documents are then scanned in mono (black and white), greyscale or colour, depending on your requirements. We only use market leading Kodak scanners and data capture software, giving us high quality images from virtually any type of paper document. The CapturePro software not only enables us to quality check images as they are scanned, it also gives us access to a range of powerful data capture tools which in turn, speeds up the indexing process. Without clear and accurate indexing, locating the correct images after scanning would be like looking for ‘a needle in a haystack’. The scanned images can be saved in a variety of formats, including PDF, JPEG or TIFF.
*Indexing refers to the way in which the digitised files can be sorted and searched for thereafter. This could be a customer name, account number, transaction reference, invoice number and so on. The majority of indexing is based on two levels but can be increased.
We can also offer OCR services, providing fully text-searchable PDF scans.
Once scanned, the digitised files can be output in a variety of ways, such as saved to disk, exported to your servers or hosted on Box-it’s purpose-built online repository, Omnidox Document Manager.
Your paper originals can either be held in our document storage centres, returned to your premises, or destroyed via our confidential shredding services.