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| Archive Scanning |
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When tackling a large archive of documents we follow the same procedures as the more current documents that we scan on a daily basis. The main difference is the time scale may be considerably longer and the need to have instant access may be less. We can spread the cost of archive scanning over a longer period in order to make the project viable. The Equipment We use the very latest in high volume document scanning equipment from the leading manufacturer Kodak. All our equipment are fully maintained by Kodak themselves to provide superior quality the first time every time. All of our machines are tested and calibrated on a daily basis to ensure trouble free running. The types of document we scan and process vary considerably due to the requirements of our diverse client range. Below is a brief summary of some of the types of documents we scan and process.
Quality Checking: We have strict quality control processes. Each image is checked thoroughly for clarity. This means we can provide the highest document image quality every time. Offsite Security: All of our facilities are fully secure. We do not accept visitors unless they have a pre arranged appointment. Only then if they are named and have completed our Non Disclosure Agreement are they allowed entry. |
- The History of Archive Scanning
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Perhaps the most famous archive in Great Britain is The National Archives. This building is the UK government's official archive, containing over 1,000 years of history. Their job is to provide detailed guidance to the public sector and government departments on information management and advise others about the care of historical archives. Although this may seem irrelevant when thinking about the day to day running of a business it is in fact very similar in its nature.
An Archive can be described as a collection of historical records that are kept to show the function of an organisation. Businesses in the UK have to keep specific records, which records are specific to their Governing Body. Whilst companies have options of how to keep these archives many are turning to use Data Capture and Indexing.
Archived documents are often older documents and if they are paper based or microfilm / microfiche they may already be in state of decay. Automatic Identification and Data Capture (AIDC) refers to the methods of automatically identifying archived objects, collecting data about them and entering that data directly into computer systems (without human resource) whilst preserving the original document. This type of , if done correctly is now noted by most Governing bodies as a satisfactory format of archiving original documents.
To read more articles in this series please click the link below:
The History of Document Scanning
The History of Invoice Capture
The History of Document Hosting
The History of Box Storage
The History of Data Capture & Indexing
The History of Microfilm & Microfiche Conversion
- Archive Scanning - A Bluffers Guide
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Archive scanning is the process of retrieving an archive of documents and digitising them or ‘electronically scanning’ them in order to preserve them or easily access and retrieve them.
There are many reasons why a company would consider archive scanning; some of the reasons are listed below:
- 1)To preserve documents from perishable materials such as paper or microfilm
- 2)To create space by scanning the documents and shedding or using a box storage company for safe storage
- 3)To easily share documents by scanning the originals and sharing electronically with clients or colleagues around the world
- 4)For easy retrieval of documents
Storetec have performed numerous archive scanning operations for a diverse range of clients from a years worth of accounts for a builder, through to ten thousand archive boxes of insurance details for a major London client.
To read more articles in this series please click the link below:
A Bluffers Guide to Document Scanning
A Bluffers Guide to Invoice Capture
A Bluffers Guide to Box Storage
A Bluffers Guide to Document Hosting
A Bluffers Guide to Data Capture & Indexing
A Bluffers Guide to Microfilm & Microfiche Conversion
- Archive Scanning Industry Sectors
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Archive Scanning can be beneficial for a variety of companies from SME’s to blue chip organisations.
Storetec supply archive scanning to the following industries:
• Medical and Healthcare
• Public Sector, Councils and Government
• Construction and Architects
• Education
• Legal and Law Enforcement
• The Leisure Industry
• Aerospace
• Financial Services
• Charities and not for profit organisationsArchive scanning may be suitable for any company across all industries that want to create physical space by moving their boxed documents online, or may be moving premises and wish not to take the boxes with them. It is also suitable for companies with documentation that need to be retained despite the documents having finished their active life cycle.
Below is an example of why Archive Scanning with Storetec is the ideal solution for their business needs.
Medical and Healthcare Organisations:
To move a medical organisation from paper based to an electronic document hosting system, there will first be the requirement to import the information already held on paper documents, such as patient records, capture the data that is extracted from the documents and import it into a database from where it can be easily extracted. To do this manually for such a large amount of documentation would cost heavily in human resource.
Storetec are experienced in processing large amounts of documents, safely and securely and can ensure the transition from paper documents to electronic documents is seamless.
To read more articles in this series please click on the link below:
Industry Sectors Document Scanning
Industry Sectors Invoice Capture
Industry Sectors Document Hosting
Industry Sectors Box Storage
Industry Sectors Data Capture & Indexing
Industry Sectors Microfilm & Microfiche Conversion
- Archive Scanning Legislation
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More and more organisations are looking towards committing their paper based documents to electronic documents and freeing the space that their archived documents once held for other business matters or reducing the amount of space required by to save money on rent and rates.
When scanning and storing an archive of documents there is often one question that Storetec are asked; Can I destroy the original document?
The answer is usually yes if the original document has been scanned and stored in accordance the guidelines set out by the BIP 0008. This document details the process and audit trail that must be followed to ensure documents are compliant with English Law and each organisations Governing Body.
The guidance that should be followed when converting paper records to electronic format depends upon the type of records being scanned:• General business records should be kept for 6 years for the use of HMRC and VAT Accounting
• IFAs and investment companies requirements for record keeping are governed by the FSA
• Law Firms are provided guidance by the Law SocietyThe main question that needs to be answered is, will the electronic document be admissible in court if required. The BIP 0008 Lays down the guidelines that, if followed will provide legal admissibility and will be accepted as evidence by the courts.
Storetec ensure when completing Archive Scanning for each of their clients that the BIP 0008 is followed and Storetec clients can have peace of mind that all procedures are carried out within the guidelines of the relevant Governing Bodies.
To read more articles in this series please click on the link below:
Legislation Governing Document Scanning
Legislation Governing Invoice Capture
Legislation Governing Document Hosting
Legislation Governing Box Storage
Legislation Governing Data Capture & Indexing
Legislation Governing Microfilm & Microfiche Conversion
- Archive Scanning Case Study
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In a report by the Telegraph it is claimed that hundreds of historical documents have gone missing from The National Archives.
Some of these papers documented pivotal moments in British History. It is claimed some documents have not been seen since the early 1990’s.
The report added that Historians have accused The National Archives, which is overseen by the Ministry of Justice of ‘administrative laxness’.1,600 documents have been reported missing since 2005 including documents from the courts of Henry V11, Elizabeth 1 and Charles 1.
Storetec provide an archive scanning service that allow paper records to be digitised so they are no longer perishable, combustible and are easy to back up and retrieve. Scanning archived documents frees up space which many companies have an entire building devoted to archive or leased building devoted to archive and by removing this need for space saves companies monthly payments. Scanned, properly indexed archives are much more useful for retrieval of information within the archives and allow documents and records to be shared quickly with within organisations and their clients.
To read more articles in this series please click on the link below:
Document Scanning Case Study
Invoice Capture Case Study
Document Hosting Case Study
Box Storage Case Study
Data Capture & Indexing Case Study
Microfilm & Microfiche Conversion Case Study
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