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.

• Q1.What is document scanning?
• Q2.What benefits can I expect from document archiving and storing my documents in digital form?
• Q3. Wouldn’t I be best doing my own document scanning rather than outsourcing it?
• Q4.How many pages of a document can I scan onto a CD?
• Q5.How can I estimate how many document pages I have?
• Q6.What types of information can you scan and store in digital form?
• Q7.Don’t I need to keep the original scanned documents?
• 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?
• 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?
• Q10.How can I manage our documentation for archive purposes but not pay a huge amount on a document management system?
• Q11.I have hundreds of pages of documents that I need in MS Word format. How do I do it?
• Q12I have thousands of computer listings and reports and I need to extract addresses and other data from them. How do I do it?
• 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?

If you have any questions or further enquiries please click here to contact us.

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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. 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 scan anything from microfilms through to large format full colour drawings 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.