The Scanning Process
Preparation of Documents
Our preparation staff remove all staples, clips etc. and sort the files into tidy batches within the files and boxes. All files and boxes are tracked throughout the scanning process.
Quality Control Test
At this point a selection of files are scanned to provide a quality control test to highlight any issues with paper/print quality. This enables any enhancements to be made prior to scanning, ensuring scanning quality and limiting the need for re-scans.
Scanning
Once scanner settings have been established the documents are scanned and returned to files and boxes ready for indexing.
Indexing
Indexing is a very important area and we work with our clients to agree the most efficient way to index the documents, taking into consideration how the files are to be searched, any document management software and existing file structures.
Quality Control
Throughout the scanning process spot checks are made to ensure that a high level of quality is maintained. Once the indexing has been finished and the files are complete a thorough quality control takes place with a sample of 5-10% of files checked.
Burning of Data
Data is burned to CD/DVD or hard drive, verified and then forwarded to the client. This data can also be provided for download via our scan-to-web service. All data is retained on our servers until the client confirms that it can be deleted.
Return of Documents
If you would like your paper files returned after scanning, we can return the files to your office or to your designated storage facility.
Destruction
Once the client has given written authority for the paper files to be destroyed, the files are bagged, tagged with security tags and collected by our partner for secure confidential destruction. The client is then provided with a destruction certificate for their records.
How much paper do I have?
Working out how much paper you have can sometimes be a bit tricky, so here is a guide to help you estimate a figure.
Average pages per;
- Ring binder 100 pages
- Lever arch file 300 pages
- Small archive box 1800 pages (330x265x385mm)
- Large archive box 2500 pages (380x287x430mm)
- 4 drawer filing cabinet 11,000 pages
Once you have a rough idea of the quantity of paper you have, you can enter the figure into our fast scanning quote system. This will give you an estimated scanning cost, then please contact us to discuss your project in more detail.
