Frequently Asked Questions
What is Document Scanning?
Document scanning is the function of converting a document or image from paper to a digital image. With the use of a document scanner and appropriate scanning software, digital images can then be electronically organized, indexed and stored in a system which greatly increases the ease in searching and managing data. Scanning documents is also a cheap and effective way to transfer information / images without the use of postage, through the internet to virtually any place in the world.
What is Document Management?
Document Management is the process of managing documents. This may involve an integrated system which entails creation, review, sharing, storage, electronic tracking and retrieval, distribution, analysis, communication, administration and even destruction of digitized images of paper documents and other forms of information.
Should I do my own document scanning or hire professionals?
It all depends on the size and volume of your data. Huge volumes of documents in the thousands are obviously better handled by a professional scanning company, whose experience and high speed equipment will keep your costs down in the long run. Flatbed scanners one can operate on their own are good for small daily volumes of documents no larger than A4 size.
What types of data can you scan and store in digital form?
Practically anything on paper, in any size or colour, including microfilm and even other formats which would require specialized software.
Which other formats?
Literally anything. Scanning services can handle16mm up to X-Ray films, roll or cartridge, microfiche, jackets and even photographic negatives.
How many pages canbe scanned onto a single CD ROM?
This depends on the size of the document (its resolution etc.), but generally around 25 boxes of A4 sized documents can easily fit into a single CD ROM.
How many drawings can be scanned on a single CD-ROM?
Again, this depends on the substance of information on each page, but generally it is possible to fit approximately 6500 A1 sheets on a single CD-ROM.
If I’ve scanned all my documents, is it still necessary to keep the originals?
In the UK, if you can prove that a particular document has been scanned, stored and managed with ‘due care and diligence’, Government Bodies such as the Inland Revenue will accept an electronically scanned document.
How do I manage and access my documents once they are all scanned?
Through installing a suitable Document Management system.
I’ve heard that these DM systems are extremely expensive. Is this true?
Depending on your needs, the price of a DM system can vary from the expensive, full professional services of a DM company to a more reasonably priced but obviously less comprehensive DM software (sometimes this comes free with archival and scanning services).
Will my photographs come out the same in terms of colour?
Most professional-use scanners can manage black and white, greyscale and full colour, and large format scanners can handle can full-coloured matched scans for precise matching.
What file format is used when my documents are scanned?
Depends on the requirements of the client, although generally TIF or Adobe Acrobat PDF are the usual formats. If required, JPG, GIF ,BMP and most other formats can also be supplied.
What are TIF and PDF formats, and is there a difference?
TIF format files are best suited for large volumes of archival documentation such as drawings, invoices, and correspondence due to its cheap and simple processing.
PDF format is used for more important documents, such as for clients or web use, including detailed technical manuals or data which need specialized features such as full text and keyword searching, bookmarks/hyperlinks and document annotation and security options. PDF is also more costly because of the additional processing required and has been widely used as an exceptional format for the web or the archiving of paper documents.
Formats for the conversion of PDF format?
There are 3 main formats:
• Image – e.g. TIF file
• Image and Hidden Text
• Standard – OCR converted (normall used)
How do you navigate a large document?
Easier than with paper books, PDF files are able to have bookmarks added which allow you to click on a section heading or even a chapter and be hyperlinked there immediately using an internal bookmark.
Can documents be signed electronically?
PDF format files with Adobe Acrobat have secure electronic signature facilities, which can be utilized as legally binding contracts for e-business.
Can paper documents be converted into MS Word or Excel?
Yes, DS software programs are able to scan, OCR convert and then verify/error check any original typed information, accurately converting paper documents into MS Word or Excel.
Once my documents are scanned, how do I find specific documents I need?
The DS software you should have (either provided by the scanning company or what you purchased) will allow you to replicate the current physical storage of the files but in electronic form.
What about my scanned drawings?
Same as above. Scanned drawings may be indexed on typical fields in the title block such as drawing number, part number, revision/issue, date, etc.
Are scanned documents admissible as legal documents Government agencies such as HM Customs and Inland Revenue?
The latest BS DISC PD0008 procedures means that documents can now be assumed to be legally admissible documents provided the BS DISC PD0008 guidelines are followed by you or the scanning service you hire.
Can invoices be scanned and handled by a DS company on a regular basis?
Professional DS companies can provide an invoice handling service where the data is scanned, archived to CD and the clients are supplied with the invoice data on the same day, directly imported into their accounts system in suitable format.
Will the scaling of information be the same even after it is scanned?
Yes, a scanned TIF file will be an exact scale reproduction of the original.
Can 35mm, half plate and film/negative sheets be scanned?
Yes, most scanning companies are able to scan 35mm, half plate and film or negative sheet formats.
Can my drawings be stored by an outsource and be made available on the internet?
Yes. Scanning companies are usually able to scan drawings and take CAD files on CD and then make them available over the Internet.
How many can images in the different formats are able to be scanned in one day?
Scanning companies with professional equipment can produce tens of thousands of high quality images per machine per day. They also have dedicated scanners for specific jobs such as books, microfilm, etc.
Can blip coded films be recognized by scanners?
Yes. Most professional scanners can recognise all forms of blip coding and are able to use it to either index the documents or proceed to the next frame automatically.
Can data on paper be converted into HTML web format?
Yes. Most DS companies are able to fully convert text, tables and other mediums into HTML, XML and other web formats as well as PDF conversion.