Document archiving

Enviromentally conscious attitude is getting more important in the business world as our natural resources are decreasing.

Many enterprises are working as "paperless offices", the use of paper is eliminated or greatly reduced - so document handling is managed electronically. In these offices, documents are secured on multiple mirrored hard disks. The first step is to digitize the available archives, then to scan and to methodize the continously incoming documents.


We are working with two amount of documents (according to the number of pages):


 

  • Small number of pieces (<10.000 pages)


When the job contains less page, the customer brings it himself to our office. We quickly discuss the details, the sequence, the format and the deadline. Document scanning is on list prices unless there is a complication factor, which significantly influences the time of the work.



Big number of pieces (>10.000 pages)

An archiving containing thousands of pages starts with the measuring of the needs, the viewing and photographing. The accurate preparation is the most important part of the process - when the digitalizing in finished and is poorly organized, it is almost like we did not do anything.

 

 

 

 


For a precise estimation we measure the condition of the documents and the former system of storage:

  • Is there any crease on the pages;
  • Are there any staples, links inside;
  • Are they one or two-sided;
  • What kind of management units can it be divided to;


We are making a plan to organize the archiving based on these data:
 

The sequence and the deadline of the parts are determined. We propose a structure and naming, so it fits to the former storage-retrieval system. We suggest a media and we work out the future`s safe and user-friendly storage system - while cooperating with the operators of the IT system of our customer
 
An individual price is adjusted for bigger amounts, becase an archive has less surprise and that is why it is easier to plan. The quality of materials within one location is usually relatively constant.
 

Scanning with OCR:

Optical character recognition evolved much in the past years, but it’s still not perfect. Not even the best software can reach 100% accuracy, they are around 90-95%. If you would like to store your scanned writings faultlessly in Word or other kind of text documents, you need to spend a lot of time with proofreading. Tha failure rate can be optimized by training the program, so it handles special fonts better. The texts on which OCR was used are saved into double layered PDF or into the popular formats of softwares of the office (doc, rtf, txt).

 

Digitizing of books and vulnerable documents:



    

The scanning of books and documents that should not be exposed to bright light is always a challenge. As none of them can be digitized with a simple flatbed scanner, we had to search for a different solution. The only way is to use a digital camera of sufficiently high resolution.

Books and documents can be photographed with virtually no loss of quality if using a low distortion optics, an adjustable photo stage and quality light. The outcome is a pdf. To keep the quality of the images in the books, one shouldn’t save space on the resolution - the size of a 80-100 page book can be around 200Mb.

Scanning and storing of DOCUMENTS

-Two-sided pages are also accepted;
-In PDF, TIFF, or JPG format;
-As required we scan on 150, 200 or 300 dpi.

    
The preparation, scanning, saving to image of documents based on condition 0.03 - 0.33 £
OCR processing per page based on preliminary est 0.03 - 0.33 £
Document storing in archive boxes (5-6 folder/box) per boxes 1.19 £/month
Shredding on DIN P-4 level of safety (160 mm² sized confetti is made) per pages 0.05 £

The prices are highly influenced by filing e.g. removal of paperclips, the append type, genotherms, ask for a free survey from our colleague!