FAQ’s
We are adding FAQs all the time. If you cannot find your question, please contact us – we will answer your questions personally and add them to the site for others.
- What are the costs to scan documents?
This is a difficult question to answer as it really depends upon the number and type of documents, the amount of preparation required, and how they are to be indexed. We charge for the following components:
- Preparation
- Scanning
- Indexing
- CD Mastering
- CD Duplicates
- Delivery
If documents have masses of staples or are badly damaged, for example, preparation takes longer, although on larger volumes we do offer a volume discount. Likewise, indexing every page for something like invoices will carry a much higher indexing cost than indexing a personnel file application with an average of one set of indexes every 100 pages.
As a very rough guide, costs vary from as little as 3p per image through to over 10p per image. - What happens if I need a document when you have it for scanning?
If you need a document that is in our care for scanning, simply drop us an email or give us a call and we will find it, scan it (if not already scanned), and email it to you. If you need the original paper file back, we will get it to you using our own delivery vehicles – for both services the document is guaranteed back on your desk within 24hrs. -
How long does it take to scan documents?
It depends on how many and how busy we are – perhaps a better way to look at it is that we scan in the region of 250,000 – 300,000 images per week! We do have a ‘fast track service’ to process urgent jobs when the need arises including collection and delivery. We provide a free project management service to ensure that documents are in process for a minimum time and data is back with the customer as soon as it is required. -
What is document preparation?
Document preparation is the first stage of the document storage process and forms a key part of it. Many documents need to be sorted into a scanning sequence; sometimes files need to be reversed or missing pages identified. In addition, all staples must be removed and pages made secure for scanning. All scanning, except for large plans or specialist book scanning, is undertaken on high speed scanners, which can be auto and sheet fed. In order to go through the scanner without damaging the documents, all staples, paperclips, sticky notes, torn edges, and so on must be removed and repaired. -
What do I need to think about for indexing?
In essence with a paper filing system you can only file either alphabetically or numerically, unless you photocopy the whole lot to allow both. When you move to electronic filing, one of the major benefits is that any document or page can be indexed under numerous alpha or numeric indices. For example, a Purchase Ledger application may want to utilise:- Purchase Order Number
- Supplier Code
- Cost Centre
- Date, etc
- An employee file application may simply want to use:
- Employee Name and
- Number
Any document can be found by using one or a combination of index fields.
As with most things in life there is a trade off: More indexing takes us longer to process and, as such, costs more but gives you far quicker retrieval; minimal indexing, on the other hand, is quicker for us to process and therefore costs less, but does mean you have more images to look through to find the particular one you want. We offer free advice on the best way to index your documents from our experience with similar projects. -
What do I need to do to get the documents ready for scanning?
That is really up to you – some of our clients do their own preparation, inserting index flash cards, or undertaking some weeding of files (but see the FAQ relating to this); other clients would like us to sort their documents into order for them. The more we have to do by way of preparation, the longer it will take and therefore the higher the cost. However our preparation staff are very efficient and very quick at preparing the documents and are able to follow complex instructions about what documents to remove from scanning etc. As a minimum, we ask for documents to be put into boxes (we can supply boxes or crates) along with a list of box numbers and, ideally, an idea of what is in each box. What we don’t want to do, however, is to make anything onerous for you – so we are happy to advise on a job-by-job basis. -
I really need to weed the files – What is your advice?
Over time, many files will get duplicated information or unnecessary information (for example from a FAX or photocopy of the original, pink and a blue copies, a draft and final version of a letter). There is, therefore, the potential to have wasted images when scanned. The problem with weeding within a file is that it has to be done by someone “in the know” – it can’t necessarily be left to a clerk or a temp – and that person will often be higher paid and have more important things to do than pick through files. As such, the cost to your company in doing this is usually far, far greater than the cost of a few “wasted” images.
Our normal advice is that if you can pick up a file and say, “I don’t want that”, then this is prudent weeding, but that weeding within a file is seldom cost effective. Once you embark on an electronic solution, however, it is well worth your while imposing some extra discipline on filing new documents. -
Why is scanning better than paper archiving?
When you store a document, you are paying for that document day in day out for the life of it (6 years plus current for accounts documents for example). With scanning, it is a one-off cost. Bear in mind also that opening the drawers of a single four drawer filing cabinet requires around 10 sq foot of floor space, so that, at a conservative cost of 50/sqft/annum for floor space overheads, you will be spending about £500/cabinet per year. How many cabinets have you got occupying floor space that could be put to more cost effective use? Using off site archive storage still costs and has the added disadvantage and cost of having to get the documents back when you need them. Also you still have the potential problem of lost files or pages during the transit period and the nightmare scenario of complete destruction by fire or water in even the most controlled of storage environments.
In addition to space saving, with scanning you also get:- Fast Access to files from your desktop
- Increased efficiency and effectiveness
- Easy to share documents
- Better control
- And most importantly, in-built disaster recovery.
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If I get you to do the backlog can I scan from then on?
Yes no problem, all you need to do is get a scanner – we supply the full range of all the major document scanner manufacturers – and scan using Docstore Organiser or, for higher volumes, Docstore Publisher software. -
How will I find my files once scanned?
Your paperwork is scanned and indexed in the way you ask us to do it. You may have specified invoice numbers and dates, or file names and numbers – whatever your original criteria, that is how you can find the images. If you already have a document management solution, we will provide a utility to import the data into your system. If not, we supply our own Document Management Software called Docstore which can be used as a stand-alone system, with images stored on CD or DVD – If you are using the CD or DVD version, Docstore will ask you to insert the relevant disk as required. Alternatively, the images can be stored on a server for multiuser access. Docstore can be scaled from single user to a full corporate system. -
What are the space savings?
A single CD will hold in the region of 15-20,000 images, which equates to approximately two four drawer cabinets. Figures of 90% saving have been calculated.
What are the main benefits of electronic document management?
Amongst other things:- Space saving
- Fast Access to files from your desktop
- Increased efficiency and effectiveness
- Easy to share documents
- Better control
- And most importantly, in-built disaster recovery.
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How much Server space do I need to store the documents?
A scanned image is stored using industry standard Group Tiff file compression. This is white compression, which means the white is thrown out and the black plotted in binary code. So a page with a lot of writing on it or a grey or coloured background will have less white space and will be greater in file size. Having said that, on average you can get in the region of 25,000 A4 images on 1Gb of hard disk storage which, in plain terms, is about two and a half four drawer filing cabinets. PDF images take about the same amount of storage space. -
How can I protect from unauthorised access?
Docstore is fully password controlled so sensitive files such as personnel files can be restricted to certain eyes only. In addition, for an ‘extra belt and braces’ approach, we can encrypt the images. -
Can I email from Docstore?
Yes, Docstore links to any MAPI compliant email host such as Microsoft Outlook. - Can I add other electronic documents to Docstore?
With Docstore Organiser you can import any electronic file directly without having to print and scan. Word processor files, spreadsheets, presentations, video clips, and so on, can all be added to your Docstore document repository. -
What do I need if I want to set up in-house scanning services?
All you will need is a scanner, an area to store the images on hard disk and some controlling software. We have developed our own software product called Docstore and, with Docstore Publisher for high volume scanning and Docstore Organiser for lower volumes, you can create your own electronic filing system. Docstore can be a simple stand-alone system or it can be expanded into a networked solution – this is where Docstore gives the most benefits. Have a look at the flow chart for more detail. -
How do I backup my database and Images?
Simply click on ‘backup’ and follow the wizard. You will be asked if you want to back up the images and or the database, or if you want to archive the data. If you archive, the images will be moved to the backup media; if it is just a backup, the images will be copied to the archive media. -
Does Docstore have Barcode or OCR utilities?
Yes, Docstore has Barcode and OCR modules for automated indexing . We would be more than happy to demonstrate the system in action for you – simply contact us for a demonstration.
