Document scanning FAQs
We have prepared a document that lists the main benefits of document archival and document scanning in a PDF file. Just click on the link to download.
In virtually all cases these days' electronic scanned documents are acceptable by Government Agencies such as HM Customs, Inland Revenue and Courts of Law. The key aspect is to ensure that the documents can be proven to have been scanned, stored and managed with 'due care and diligence'. New standards such as BS DISC PD0008 assist in this document scanning process. All DCS's scanning work follows these guidelines. A document giving details of the legality of scanned documents can be downloaded here.
Scanning Questions 1-5
Scanning Questions 6-10
Scanning Questions 11-13
Kofax Capture
Capture the usable data from bills of landing, proof of
delivery, goods received notes, invoices or credit notes for immediate access
on your systems.
FileStore EDM
Centrally store all documents - BOL, POD, GRN, sales,
purchasing or vehicle documents and retrieve them in seconds with secure,
browser-based access from any location.
FileStore BPM
Automate back office operations like HR, accounts payable
and order tracking processes by simply defining the workflow in a visio based tool
and monitoring progress through dashboards.
Document management
Centrally manage all sales, purchasing documents, proof of
delivery and shipment orders with secure shared access for regional or
international offices.
Invoice management
Manage large volume of invoices and payments online by
matching or reconciliation of invoice information with purchase orders, good
received or proof of delivery notes.
Sales order processing
Speed up your order processing function, track orders more
effectively and deliver more responsive customer service.
Business Process Automation
Automate routing of enquiries, sales order and other documents through monitored workflows with easy integration into ERP, CRM and
line of business systems.
Case management
Securely record all transactions and communications with
each client, partner or customer in quickly accessed case files allowing you to
resolve day-to-day issues with minimum delay.
Governance, risk management and compliance
Storing paper POD’s and invoices for 6 years to meet legal
and compliance regulations could cost you a lot in storage space and manual
effort required in retrieving information.
Answers to Document Scanning Questions
Q1. What is document scanning?
Document scanning is the process of using document scanning software and high-speed document scanners
to convert an image of the paper to a digital picture. These electronic
images can then be indexed and stored in a document storage system
which gives your users the ability to search through millions of scanned
documents in a matter of moments.
Q2. What benefits can I expect from document archiving and storing my documents in digital form?
We have prepared a document that lists the main benefits of document
archival and document scanning in a PDF file. Just click on the link
to download.
Q3. Wouldn’t I be best doing my own document scanning rather than outsourcing it?
Possibly!
If you have small daily volumes of documents which need a quick
turnaround time then it is generally best to do it yourself on a small
desktop scanner. We can advise on which scanner would best suit your
requirements.
Larger volumes of documents (i.e. Many thousands) are generally best
outsourced to a professional scanning company like DCS. DCS use very
high quality and high-speed scanners, which generate excellent image
quality and keep costs down due to their high speed. You also benefit
from our pre-existing QA procedures, which would take time and training
to implement in house.
Q4. How many document pages can I scan onto a CD?
This will vary to a large extent according to the information on
each page but typically 20-30 archive boxes of A4 documents can fit on
one CD-ROM. You can see now the potential for cutting back those office
floor space costs!
Q5. How can I estimate how many document pages I have?
Typically a full lever arch file will contain 250-300 pages and an archive box approx 3,000 pages.
Q6. What types of information can you scan and store in digital form?
DCS can handle anything from microfilm scanning through to large format full colour drawing scanning of 36” wide and any length.
Q7. Don’t I need to keep the original scanned documents?
In virtually all cases these days’ electronic scanned documents are
acceptable by Government Agencies such as HM Customs, Inland Revenue
and Courts of Law. The key aspect is to ensure that the documents can
be proven to have been scanned, stored and managed with ‘due care and
diligence’. New standards such as BS DISC PD0008 assist in this process
of document scanning. All DCS’s scanning work follows these
guidelines.
Q8. I don’t want my documents to leave site but we don’t have the capability to scan them ourselves. What do I do?
DCS offer an on-site document scanning service where we scan in documents using our own staff and equipment at your offices.
Q9. OK, I now have
all my paper documents scanned in and I also have thousands of MS
Office word documents, emails and other files. How do I manage and
access them?
You need a document management solution
that will install on your network and allow each document to be
referenced by its specific details. For example, an invoice may be
referenced on Inv no, company, value and date. You can then search upon
any of these reference fields to find the specific document.
Q10. How can I manage our documentation for archive purposes but not pay a huge amount on a document management system?
DCS offer an excellent archive product called Alchemy which we offer
free of charge with our archiving and scanning services. This can be
expanded to a fully networked system as your needs develop.
Q11. I have hundreds of pages of documents that I need in MS Word format. How do I do it?
Just send us the originals and we can scan them in and convert them
automatically (OCR) into MS Word, PDF or other format. We also offer a
full checking and error correction service to ensure accuracy is
retained.
Q12. I have
thousands of computer listings and reports and I need to extract
addresses and other data from them. How do I do it?
Our data entry services
allow us to double key enter and verify millions of keystrokes a day at
very low cost to you. All data is verified and can also be checked
against postcode lists or other databases for cleansing and
verification.
Q13. I have a set
of drawings that need to be converted into editable computer aided
design files such as AutoCAD. How can we do this?
DCS offer a full drawing conversion service to convert from paper,
film or microfilm originals into CAD or GIS formats including AutoCAD,
Microstation, MapInfo and many more.
Contact DCS on 01753 616720 or click here to contact us if you have any further questions.
