General Questions:
What are the costs to scan documents?
What happens if I need a document when you have it for scanning?
How long does it take to scan documents?
What do I need to think about for indexing?
What do I need to do to get the documents ready for scanning?
I really need to weed the files what is your advice?
Why is scanning better than paper archiving?
If I get you to do the backlog can I then scan from then on?
How will I find my files once scanned?
What are the main benefits of electronic document management?
Software and Hardware Questions:
How much Server space do I need to store the documents?
How can I protect from unauthorised access?
Can I add other electronic documents to Docstore?
What do I need if I want to set up in-house scanning services?
How do I backup my database and Images?
Does Docstore have Barcode or OCR utilities?
We are adding FAQs all the time please email us on questions@smsimaging.com and we will answer these 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 document, the amount of preparation 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 preparation takes longer; on larger volumes we offer a volume discount and; indexing every page for something like invoices will carry a much higher indexing cost that indexing a personnel file application with on average on set of indexes every 100 pages.
However as a very rough guide costs can 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 have to have the original paper file back we will get it back to you by our delivery vehicles – for both services the document is guaranteed back on your desk in 24hrs
How long does it take to scan documents?
Well it really depends on how many and how busy we are – perhaps a better way to look at it is we scan in the region of 250,000 - 300,000 images per week!
What is document preparation?
Document preparation is the first stage of the 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 in numeric systems missing number 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 on high speed scanners which can be auto and sheet fed. In order to go through the scanner without damaging the scanner glass flats or indeed the document being damaged in the process, 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 any 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 want to simply 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 to be had though: more indexing takes us longer to process and as such costs more but gives you quick retrieval; minimal indexing on the otherhand 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.
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. Some may do some weeding of files but see the FAQ relating to this, others want us to sort into order . The more we have to do by way of preparation the longer it will take and therefore the higher the cost. As a minimum we ask for the documents to be put into boxes (we can supply boxes or crates) with a list of box number and ideally an idea of what is in each box. What we don’t want to do however is make it 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?
Many files over time will get duplicated information or unnecessary information; you know the sort of thing a FAX or photocopy of the original, a pink and a blue copy, 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 as such that person will be higher paid and have more important things to do than go through files which can undoubtedly be tedious. Usually the cost involved in doing this is 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 weeding within a file is seldom cost effective. Once you embark on an electronic solution however it is well worthwhile 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. If you bear in mind that in order to open the drawers a single four drawer filing cabinet will take up around 10 sq foot of floor space and at a conservative cost of £50/sqft/annum for floor space overheads that’s £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 cost but has the added disadvantage and cost of having to get the documents back when you need them.
In addition to space saving 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.
If I get you to do the backlog can I then 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 said invoice number and date or file name and number whatever the 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 standalone system with images stored on CD or DVD - Docstore will ask you to insert disk the image is stored on when you want to find the it. 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, for example, will hold in the region of 15-20,000 images which is around 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.
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 terns is about two and a half four drawer filing cabinets.
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?
Simple click on backup and follow the wizard. You will be asked if you want to simply 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 contact us for a demonstration.
