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FAQs
What is Document Scanning?
Document scanning is the process of scanning a document into a digital image. The documents are then stored on a hard drive, online, on an external drive, or on DVD’s.
Many companies use document scanning as a way to back up copies of important legal, financial, and other documents essential to their business. Some companies rely solely on document scanning to store important documents, and with good reason—digital archiving can save companies thousands of dollars per year in paper.
Why do we need to reduce our paper burden by outsourcing. We thought companies were already moving towards a paperless workflow environment?
Ultimately, companies will generate less paper in the workplace, but it's in the long term and paper isn't going away fast.
FACT: Paper documents in the United States = 4 trillion
FACT: Annual growth rate = 22%
FACT: Labor to find a misfiled document $120.00
FACT: Labor to reproduce a lost document $220.00
FACT: Percent of all documents that get lost 7.5% Source - Coopers & Lybrand
American Scanning & Storage help companies move into the 21st century workplace and make the paper flow more efficient and provide a more cost effective solution for day to day management.
How many scanned documents can I fit on a DVD-ROM?
This will vary somewhat according to the content of information on each page to be scanned but a typical amount would be 10 archive boxes of scanned documents on each DVD-ROM (Around 180,000 pages of A4).
What sizes of paper can be scanned?
Virtually any size of paper from small till receipts up to large drawings of 36” wide and any length can be scanned.
Can you do photographs and colour scanning?
All American Scanning and Storage scanners can handle both b+w, greyscale and full colour photographs for scanning. We also have a large format scanner which can do fully colour matched scans for precise matching scanning.
What file format will the document images be supplied back in?
Typically we scan into either TIF or Adobe Acrobat PDF format although we can also supply document images in most other formats such as JPG, GIF and BMP if required.
What is the difference between TIF and PDF format for document archiving?
TIF format files are the most basic and cheapest form of document scanning and archiving and are suitable for large volume archival such as invoices, letters or drawings.
PDF format requires some additional processing but has additional features such as full text and keyword searching, bookmarks/hyperlinks and document annotation and security options, which cannot be accomplished with basic TIF files without additional software.
All my documents are in ring binders and many have staples. Do I have to remove these?
American Scanning and Storage will do this for you together with any unbinding and/or rebinding of files as required.
How much office space can I save?
It depends on the amount of paper files you have taking up your valuable office space. In most offices, there are filing cabinets everywhere. We've become attached and dependant on our paper files. Since most companies are mandated to hold their records from 3 to 7 years, that adds up to an exhaustive amount of paper needed to be maintained and stored.
A typical filing cabinet drawer holds about 3000 pages when full. So a full 4 drawer cabinet holds about 12000 pages.
A standard 8 1/2 x 11 page scanned at 200x200 DPI (dots per inch) is about 50k in size (average)
There is 1024k in 1 megabyte of space.
There are 700 megabytes of space on a CD.
There are 4,700 megabytes of space on a DVD.
1 CD = 1 filing cabinet full of paper documents (12,000 documents)
1 DVD = 7 filing cabinets full of paper documents (84,000 documents)
What to Shred?
Any of the following no longer needing to be retained by an individual or business should be shredded:
- Financial documents-bank statements, cancelled or unused checks, tax returns
- Insurance forms and records
- Legal documents-wills, contracts
- Medical records
- Credit card documents-receipts, statements, offers
- Junk mail with your name and address
- Deceased family member records
- Customer lists and personal information (see the CA Civil Code above)
- Company sensitive information-management reports and strategies, human resource
- Data, price lists, bids and proposals, marketing information
- Government classified information
Any confidential information you do not want in the hands of the wrong people. |
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