When starting a new scanning project, it is important to thoroughly understand the needs and expectations of the business. Each new project comes with its own set of challenges and requirements and it is essential to have a complete understanding of these before starting the work. That is why the first thing that many scanning companies, such as OptiScan®, do is set up a meeting to actively discuss the project scope with the business.
The first part of the evaluation process is to clearly define the overall scope of the job. How many files will be a part of the project? Is the scanning company staffing the entire project or will there be assistance from the office staff? How much office space is available for the overall project? Are there any special requirements of the office? What is the expected timeframe for project completion?
Using this information, the scanning company will be able to determine the best equipment to use, the number of personnel required and what special challenges this project will bring. Limited workspace is one of the more common challenges that scanning companies face when starting a new job.
During this meeting it is also important to clearly identify the processing rules of the pages being scanned. For example, OptiScan must determine how and what index data must be associated with the documents so they can be easily searched in the new database. If a business has an existing database of records with unique reference numbers associated with them, a barcode cover sheet can be used to associate index data with the scanned documents. If this is not possible, often Optical Character Recognition (OCR) software can be used to automatically read the index data from the relevant pages. As a last resort, if data is difficult to read, handwritten, or located in different areas of the page, the index data may have to be keyed-from-image. With the many years of experience in processing millions of pages for a variety of different industries, companies such as OptiScan can provide the most valuable and cost-effective processing methods.
Once the job and expectations have been clearly defined, it is possible to determine the right pricing structure and timeline for the project. It is the goal of OptiScan, like many scanning companies, to provide the practice with the best quality images and service within the agreed upon timeframe and at a fair price.
Michael S. Hawkins
OptiScan Inc.
Business Development
http://www.optiscan.net
Cell: 602-882-3364
Work: 602-789-7800
Tuesday, July 28, 2009
Thursday, July 23, 2009
The Scanning Process
Preparing the Files to be Scanned
The most important and time-consuming part of the scanning process is prepping the paper files for scanning. Before files can be scanned, all staples and paper clips must be removed and all Post-it notes must be taped into position to ensure that they can pass through the scanner without jamming it. It is important that all messages and notes containing information are attached to a page in a way that it can easily be referenced in the new digital format. Another important step during the file preparation is the insertion of bar coded cover sheets. These sheets identify document index data, as well as provide section or document break information.
Preparing the files takes time and care. Skilled and experienced professionals, like the staff from OptiScan®, can process thousands of sheets per hour and take the strain off of an already busy office staff, allowing them to focus on what they do best.
The Scanning Process
First, let’s take a moment to talk about scanners. Not all scanners are created equal and it is important that your Scanning Service works with your company to select equipment appropriate for your needs. Scanners come in different shapes, sizes and speeds – and are generally priced accordingly. The average page rates for medium to high level scanners range from 60-100 pages per minute. Scanning companies, such as OptiScan, will use their experience and assess each clients needs individually and select equipment based on these needs.
Once the equipment has been chosen and the files have been prepped it is time to scan the data. As the pages are scanned they are imported directly into a software system, where the barcodes are read and key index data is retrieved and entered into the database.
After the Scan – Quality Control
Once the scanning is complete, the work is far from over. The newly scanned data enters into the quality control phase, where data is carefully reviewed by experienced professionals to ensure that it meets the company’s quality standards. These professionals enhance the scanned images to improve readability and orientation, as well as delete irrelevant scans. The next step of the quality control phase is the index validation. During this phase, the quality control professionals will validate the barcode index data and section break location. Additional index information can be efficiently keyed in or merged with external databases, if required. Once this step is complete, the documents are ready to be exported to PDF’s and delivered according to the clients’ requirements.
As you can see, there are many steps involved in transitioning from paper to digital records. With the importance of the records to your business it is essential to understand the entire process and the value that a Scanning Services company, such as OptiScan, brings to it.
Michael S. Hawkins
OptiScan Inc.
Business Development
http://www.optiscan.net
Cell: 602-882-3364
Work: 602-789-7800
The most important and time-consuming part of the scanning process is prepping the paper files for scanning. Before files can be scanned, all staples and paper clips must be removed and all Post-it notes must be taped into position to ensure that they can pass through the scanner without jamming it. It is important that all messages and notes containing information are attached to a page in a way that it can easily be referenced in the new digital format. Another important step during the file preparation is the insertion of bar coded cover sheets. These sheets identify document index data, as well as provide section or document break information.
Preparing the files takes time and care. Skilled and experienced professionals, like the staff from OptiScan®, can process thousands of sheets per hour and take the strain off of an already busy office staff, allowing them to focus on what they do best.
The Scanning Process
First, let’s take a moment to talk about scanners. Not all scanners are created equal and it is important that your Scanning Service works with your company to select equipment appropriate for your needs. Scanners come in different shapes, sizes and speeds – and are generally priced accordingly. The average page rates for medium to high level scanners range from 60-100 pages per minute. Scanning companies, such as OptiScan, will use their experience and assess each clients needs individually and select equipment based on these needs.
Once the equipment has been chosen and the files have been prepped it is time to scan the data. As the pages are scanned they are imported directly into a software system, where the barcodes are read and key index data is retrieved and entered into the database.
After the Scan – Quality Control
Once the scanning is complete, the work is far from over. The newly scanned data enters into the quality control phase, where data is carefully reviewed by experienced professionals to ensure that it meets the company’s quality standards. These professionals enhance the scanned images to improve readability and orientation, as well as delete irrelevant scans. The next step of the quality control phase is the index validation. During this phase, the quality control professionals will validate the barcode index data and section break location. Additional index information can be efficiently keyed in or merged with external databases, if required. Once this step is complete, the documents are ready to be exported to PDF’s and delivered according to the clients’ requirements.
As you can see, there are many steps involved in transitioning from paper to digital records. With the importance of the records to your business it is essential to understand the entire process and the value that a Scanning Services company, such as OptiScan, brings to it.
Michael S. Hawkins
OptiScan Inc.
Business Development
http://www.optiscan.net
Cell: 602-882-3364
Work: 602-789-7800
Monday, July 20, 2009
Choosing an On-Site Scanning Service
When choosing a Scanning Service, it is important to understand the benefits of choosing a company that can provide on-site scanning services. Many companies, including OptiScan®, have the capabilities to digitize your paper files without them ever leaving your office!
The first step is to bring specialized scanners and computers directly to your office. These computers contain specialized software programs developed for converting paper files to high quality digital images. Through a VPN connection, these computers are linked back to OptiScan, where Quality Control professionals can instantly review the quality of the images as well as verify that the bar-code indexes were read properly. This saves time and money as it eliminates the need to transfer images back and forth between the office and OptiScan. Once the computers and scanners are set-up, the paper files are ready to be scanned.
There are numerous benefits to using an on-site Scanning Service. First, they have the experience and equipment to quickly and efficiently scan large volumes of information, providing high quality images that are immediately available for reference. Because the files never leave your control, they are available for review at all times, ensuring a continuity of business during the transition. As files are scanned, they are immediately ready to be shredded, which will open up valuable office space and shelving. And, most importantly, it saves time and money. On-site scanning eliminates the time and expenses associated with packing, storing and shipping your files to off-site locations.
There are a few drawbacks to on-site Scanning Services to consider when making your decision. The preparation, set-up, equipment and people will temporarily take up office space during the conversion. There is also the potential for a slight disruption of business as files will be processed during business hours. The final drawback is the upfront cost associated with the service versus the ongoing fees associated with off-site scanning.
In short, the benefits of having the files readily available at all times and the saved time and money make on-site Scanning Services a valuable option to those looking to transition from paper to electronic files.
Michael S. Hawkins
OptiScan Inc.
Business Development
http://www.optiscan.net
Cell: 602-882-3364
Work: 602-789-7800
The first step is to bring specialized scanners and computers directly to your office. These computers contain specialized software programs developed for converting paper files to high quality digital images. Through a VPN connection, these computers are linked back to OptiScan, where Quality Control professionals can instantly review the quality of the images as well as verify that the bar-code indexes were read properly. This saves time and money as it eliminates the need to transfer images back and forth between the office and OptiScan. Once the computers and scanners are set-up, the paper files are ready to be scanned.
There are numerous benefits to using an on-site Scanning Service. First, they have the experience and equipment to quickly and efficiently scan large volumes of information, providing high quality images that are immediately available for reference. Because the files never leave your control, they are available for review at all times, ensuring a continuity of business during the transition. As files are scanned, they are immediately ready to be shredded, which will open up valuable office space and shelving. And, most importantly, it saves time and money. On-site scanning eliminates the time and expenses associated with packing, storing and shipping your files to off-site locations.
There are a few drawbacks to on-site Scanning Services to consider when making your decision. The preparation, set-up, equipment and people will temporarily take up office space during the conversion. There is also the potential for a slight disruption of business as files will be processed during business hours. The final drawback is the upfront cost associated with the service versus the ongoing fees associated with off-site scanning.
In short, the benefits of having the files readily available at all times and the saved time and money make on-site Scanning Services a valuable option to those looking to transition from paper to electronic files.
Michael S. Hawkins
OptiScan Inc.
Business Development
http://www.optiscan.net
Cell: 602-882-3364
Work: 602-789-7800
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