Scanning Documents

What are the Advantages of Scanning Documents?

Document Scanning - The process of turning documents into images that can be manipulated on a computer. is the process of taking documents and converting them into a digital format - These can be TIFF or JPEG which are a kind of computer file used to keep pictures. We also use PDF (Portable Document Format) files that are designed to be easily printed and shared.. We can provide all types, sizes, volumes and formats (TIFF - A type of computer file used for storing pictures, these can be full color, greyscale or black and white. A multipage TIFF file can contain many pages in a single file., PDF - PDF is a very popular multipage file format that is used ny many companies because it can be opened by almost anybody using free software most people already have on their computers., PDF Searchable - PDF Searchable is a type of PDF that has been processed using OCR so that its content can be searched., and OCR - Involves the use of computer software to translate images of type written text into machine-editable text.) of scanning and conversion services.

Organisations with large amounts of paperwork will benefit from document scanning. This process saves storage space and costs and provides instant access as well as safeguarding vital documents against any damage or loss. Once in a digital format - These can be TIFF or JPEG which are a kind of computer file used to keep pictures. We also use PDF (Portable Document Format) files that are designed to be easily printed and shared., documents can be easily accessed, emailed, copied and shared.

How are Documents Scanned?

Each document is prepared into a scan-ready format by removing all staples, bindings, creases and paperclips. The documents are then scanned - The process of turning documents into images that can be manipulated on a computer. and processed at the highest quality standard. Pearl Scan Solutions is an ISO 9001:2000 accredited organisation that follows strict quality standards throughout the whole document scanning process.

Once the documents are scanned, the quality of the raw images - This is an image that has been scanned but not treated, enhanced or converted. are checked for conformity with quality standards. Poor quality images are re-scanned. Sophisticated image processing treatments are applied to any aged or faded text in order to enhance their quality and to make them readable again.

The following is just an example of some documents which can be scanned:

Purchase and Sales Ledgers
Invoices
Newspapers and Journals
Project Files
Books and Magazines
Medical Records
Training Manuals
Forms
Proof of Deliveries

After the document scanning process, files are then given a reference name or number, this process is called indexing. If required, further detailed indexing can be carried out. For example, a document can be cross indexed - To list an item under more than one category by reference number, name, title or date which helps users to search for the required document using multiple search terms.

Once documents are indexed, files are carefully verified and written on to CD or DVD. Our clients can search for files from the disk or copy them on to their office network - An Office Network is a collection of computers sometimes connected to servers (computers that offer specific services to other computers connected to them) to allow them to share resources. to allow other users to search and view them.

If required, free easy to use search software can also be included on the CD which will help to locate a required file or document within seconds.