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Frequently Asked Questions?Latest News!
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Scan to Disk, is it suitable for me?The scan to disk service is great for businesses that require documents to be stored in a portable format. The CD's or DVD's depending on your requirements will be supplied on a regular basis and will include a searchable database. This method of storing information suits smaller companies with set budgets and companies that want to distribute information to staff.
Scan to Disk, How does it work?The scan to disk service couldn't be simpler, we scan your documents, burn to CD or DVD, ship to you and the disk can be read in any CD or DVD drive. When the disk auto plays the client will be presented with a customised 'welcome' screen. A login is provided with a password (if requested) once logged in the client can enter any index value such as invoice number, postcode etc. and see the list of items that match that search. The user then selects the image they want to view and can printed or export the image if desired. We can supply a backup disk service where we safely hold copies of your disks in case any get lost or damaged, you can always order additional copies of any disk for distribution. The images and database are stored in a non browsable format for additional security.
How will the hosting service benefit my business?Hosting of our services is great for businesses that have limited time to run a fully featured document management system in house. We run the whole system for you, scan your documents, index, file to your dedicated server and present via the internet. Users have secure logins and can utilise all the functionality you would expect from a pedigree document management application. The benefits can be substantial, you save space from not having to store all the paper, instantly find and share documents at a touch of a button. Manage your users to view only the documents they are allowed to see. The servers used are high specification and work on a 100MB internet link for exceptional access speeds. When we have completed scanning your documents we can return them, destroy them or store them for you. How can I get documents to the bureau?Documents can be sent to the bureau direct using a courier or your own transport. However, as we have many customers that have arranged a collection service from us, we can arrange collection from you at very competitive prices. The collection costs will be totalled each month and added to your bureau services invoice.
I have a document management system in place, how will the scanning bureau help me?Although we host a fully featured document management system we also have no problems with scanning and preparing your documents for filing into your own system. This process is very straight forward and our in house developers will create a bureau project to suit your needs. Basically we scan your documents, index them and then run them through a scripted process to prepare the finished file in the format you need. You can the receive the files via DVD or we can FTP direct to your location. Depending on the document management you have in place the filing process is normally automatic. This is a great service to catch up with back logs of data if you already have scanner operators or to replace your current scanning process. We are a small company with only a few cabinets full of documents, can you still help us?We specialise in helping small and large clients to get their documents scanned. We have clients that send us just one archive box a month to go to CD and/or via the web service.
Can you arrange secure destruction of documents once scanned?All documents can be stored at our premises until you are completely happy with the scanned results. Once given permission by the client we will arrange secure shredding of the documents and the paper will be recycled by a specialist paper management company. A certificate of destruction will be given to the client. Destruction of paper if acceptable to the business saves transport costs back to the clients business, saves storage space and costs and the paper is recycled which benefits the environment. Destruction costs are typically priced at 42p per kilo depending on quantity.
What formats are documents created in once scanned?Documents sent to the bureau are typically produced as a compressed Group 4 TIF image. However, we are able to produce any formats required by the customer. for example Acrobat PDF or JPG. As we scan for customers that already own a document management system we have to comply to that specification so changing the way you want files presented from scanning is no problem.
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