Tag: Scanning Bureau

Scanning & Indexing Services

Scan4U Scanning & Indexing Process

The Scanning & Indexing Process

Scan4U Scanning Services provides a document scanning and indexing service at our scanning bureau in Longmeadow (or alternatively at your site) to help you with backlog scanning of your documents. We would do this by utilising our high-speed scanners, our workstations and servers, and our scanning and indexing staff for the period of the scanning operation.

The process would work as follows:

Your staff would present us with what we call a series of “consignments”, which are essentially groups of similar documents (e.g. all the application forms for a particular service, for instance). We would then “check in” the consignments, which means that we log the arrival and print a label with the consignment number (which we stick onto the box containing the documents). This allows us to track the documents even if they haven’t been scanned yet.

Once they are checked in, we then send them to the “pre-preparation” phase, which consists of us removing any staples or paper-clips, inserting separator sheets (i.e. paper sheets with a barcode) between the documents and straightening and repairing damaged documents. These are then grouped together into “batches”, which are simply a number of documents that can fit comfortably into the scanner sheet feeder at one time.

The batches are then sent for scanning, with the scanner operator checking to see that documents go through smoothly and that images are being generated. These are usually scanned at either 200 or 300 dpi, depending on how the images will be used afterwards.

The batch of images (together with the physical documents) then goes to the “Scan QA” phase, where the QA clerk checks the quality of each image. If “bad” images are discovered the QA clerk checks it against the original physical document and rescans the document if it was a bad scan or marks the image as a bad original if the original document is the problem. These can then be returned to your staff for corrective actions to be taken.

All valid images are then sent on to the “indexing” phase where our indexing staff will capture relevant information off the first page typically (although we can capture indexing information off any page). These will then be stored as indexing metadata for later search and retrieval. If some of the indexing data is critical and must be 100% correct, we offer an “indexing QA” step which has a second operator re-capturing that particular index from scratch and the two results compared. If there is a discrepancy it gets sent to a supervisor to ensure the correct result is used.

When this is completed the images are then sent for “exporting” which results in a multi-page TIFF file being created with the filename usually being the value of the primary index (e.g. BATCH123-ServiceName.tiff). The index values are exported simultaneously as BATCH123-ServiceName.txt. Usually these are stored within specific directories (e.g. \BATCH123\) on a storage media of choice (e.g. CD, DVD, or removable hard-drive).

Once the entire process is completed, the paper documents are then sent to our “post-preparation” operation, where the documents are then either returned to their original state (e.g. stapled, bundled and filed) for transportation back to your offices, or securely destroyed, at which stage we would send you an official Certificate of Destruction, which you can keep as proof that a secure process was followed.

We charge for our scanning services on a per page basis, broken into a price for the page from which we would capture the indexing information (usually the first page of the document) and a price for all subsequent pages for the document (usually much cheaper because we don’t need to recapture the indexes). Obviously the price varies depending on which services you would like us to do for you. It might make sense for some of the phases to be done by your own staff (like the pre-preparation phase), which would make the exercise cheaper.

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Document Scanning

The World of Document Scanning

Document Scanning, sometimes referred to as digitising documents, converts your backlog of paper documents into searchable electronic document images.

  • Reduce your stress levels by removing all those piles of paper;
  • Save money by recovering the space used by all those filing cabinets;
  • Increase Customer Satisfaction by responding to your Customers’ queries instantly with exactly the information they need!
Scan4U Scanning Services can help you! As one of South Africa’s leading document scanning companies, we can digitise your paper documents into electronic PDF or TIFF documents (or any other document format you would like) on CD or other storage device of choice.

We do this by utilising our high volume, high quality scanners; superior software; and experienced Data Capturers, who will “index” the documents so that you can search for and retrieve the image as and when you need it.
You can store 20 – 30 boxes of A4 documents as images onto one CD-ROM – quite a difference in storage space!

You could even search the resulting digitised document image for contextualised text strings – exactly like you would in Adobe PDF Reader or Microsoft Word.

Our goal is to provide you with the ability to instantly access your critical business information by viewing digitised scanned images of your paper documents. Rather than spending your time LOOKING for information, we want you to spend your time USING that information.

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Document Scanning Bureau

Directions to Longmeadow Scanning Bureau

Conveniently situated in the Longmeadow Business Estate next to the N3 with easy access to Sandton, Johannesburg and Pretoria, the Scan4U Scanning Bureau is the perfect place to convert your backlog of paper documents into convenient electronic document images.

From Buccleuch Interchange
Take the N3 towards Germiston / Durban.
Take exit 119A toward M37/Edenvale/R25/Kempton Park.
At the roundabout, take the exit left, Longmeadow Avenue.
At the next roundabout, take the exit left, Nguni Drive.
Turn immediately left onto Drakensberg Drive.
Scan4U Scanning Services is on the right in the Crown RMS complex.

From Gillooly’s Interchange
Take the N3 towards Pretoria.
Take exit 119 for R25/Modderfontein Road toward Edenvale.
After the Greenstone / Edenvale intersection turn left into Parkway Street.
At the second roundabout, take the exit left, Nguni drive.
Turn immediately left onto Drakensberg Drive.
Scan4U Scanning Services is on the right in the Crown RMS complex.

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