Scan Solutions

What is document scanning?

Document scanning is the process of using document scanning software and high-speed document scanners to convert paper documents into electronic image format. 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 documents in a matter of seconds.

How are documents indexed?

Documents are indexed based upon customized criteria set by you.

• Scanned files can be indexed by client name, ref number, invoice number etc, as pre-defined by you.
• Full Text indexing can be performed using an OCR (Optical Character Recognition) method. We can create a text file of your complete image. This allows the user to find any word (or part of a word ) that occurs in a document! In other words, using this technique you can search for document images by their content.

What types of documents can be scanned?

There is virtually no limit to the type of document that can be scanned. We can handle sizes ranging from a small receipt to as large as 36 inches wide technical drawing. "Documents" also describes pictures, posters, brochures, etc.. all of which can be scanned to your needs.

How about Document Preparation?

Document Preparation means that the paper document is "prepared" to go through the scanning equipment. Scan Solutions offers this service at a nominal fee. Prepping documents requires that all the staples and other paper fasteners have been removed from the files and the pages are not excessively wrinkled, torn or otherwise damaged.

Wouldn't I be best doing my own scanning rather than outsourcing it?

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. Scan Solutions 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.

We don't want our documents to leave site but we don't have the capability to scan them ourselves. What do we do?

Scan Solutions offers an on-site scanning service where we scan in documents using our own staff and equipment at your offices.