Can you give me a ballpark figure for scanning 5 filing cabinets full of paperwork?
Estimates for document scanning differ considerably, so it would be necessary to view the type and quantity of documents so that we can assess the preparation, scanning and indexing requirements before supplying possible cost?
How do I get the documents to you for scanning, can you arrange to collect?
We will arrange to uplift your documents on a pre-arranged date and time.
How many CD's will I get back? How many documents will fit on a CD Rom?
It all depends on the quantity of documents scanned, however as a rule of thumb you can expect to get approximately 25,000 A4 images on each disk.
Do I need any special software or hardware to use the disks?
Nothing special is required, other than a Windows based PC with CD Rom drive and up to date processor and memory.
Will all my staff be able to use the disks? What if I want restricted access to confidential records?
Where required, all members of staff can have access to the data on disks, however access can be restricted to the contents of the disks by assigning password protection.
Can I put the scanned archive onto my company network?
Yes of course, however you will be restricted to one user accessing a single database at a time. Concurrent user access licences are available from us and start at 5 users.
What if I need to update the scanned files or add in some files at a later date?
Files can be updated or additions made by us at any time.
What file formats do you supply? I have some word documents I need to include, which are stored on floppy disk at the moment. Can these be incorporated?
Once scanned your documents will normally be returned as "tiff" files, which is the industry standard for scanned images. We can import additional electronic files (i.e. word, excel files etc.) and have them viewable and searchable just as the scanned images.
What if my company decided in years to come to install a full document management system, what could we do with the scanned archive?
Images along with their profiles can be exported from Alchemy software and imported to any other system as required.
Can you supply copy disks if we loose one or need more copies for our other offices?
Duplicate or multiple copies of disks can be supplied at any time, so long as you have instructed us to store a master disk.
Can we copy the disks ourselves? Is there any licence fee applicable?
You can copy the disks if you wish, as there are no licence implications with single disks.
How easy is it to find items from the disk?
Very straightforward - he images on a disk will be made available in a pre-defined layout and search criteria will be added to aid the instant retrieval of images.
How do I know how to have my documents indexed?
Before commencing the scanning of your documents we will discuss your exact requirements and provide a sample for approval.
Can you index each page if required?
The indexing of single pages is a common request, especially with financial documents, however we will normally also advise the most financially economical option.
Can you OCR a document or individual pages?
Upon request we can OCR single scanned pages or entire documents. It is advisable to inform us of this requirement prior to scanning, as the documents would require to be scanned at 300dpi.
Will I get a good quality print back from the disk?
Very often the printed image is better than the original, which was scanned.
Can I fax or e-mail a document from my PC?
Depending upon the e-mail or fax software on the PC, documents can be e-mailed or faxed directly from within the Alchemy software. Alternatively an electronic copy of the document can be made and sent in the normal fashion.
What about drawings? Can you scan old drawings or import CAD files into my document archive?
Whether the drawings are old or new, on paper or linen, colour or black & white we can scan it and have it indexed to your exact requirements. CAD files can be imported just as other electronic files can be, however a CAD viewer would be required to view the files in Alchemy.
Can I print a drawing back to full size?
You can print out any size you require, so long as you have the printer/plotter to do so.
Can I print out a small section of a drawing?
Small or large sections can be printed off and the only restriction is the capability of the printer selected.
How long do I need to keep these records for?
The retention period of documents is governed by both your own organisations policy and that which is required by law.
Can you dispose of the document after scanning?
After completion of scanning and the acceptance of the data on disk, material will be retained for an agreed period of time before we seek written permission for the disposal of your documents via secure shredding and then pulping. A certificate of destruction can be supplied on request.
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