document scanning onto CD rom

cdrom.gif (8740 bytes) DOCUMENT SCANNING ON TO CD ROM

HOW DOES IT WORK?
Information on paper records is digitised by passing it through a scanner, in a similar manner to the way a fax works. The digitised information is processed via a computer to enable it to be indexed and collected together until a suitable amount of documents are prepared to complete a CD. These are similar to music CD's in that information can be extracted from the CD, but not removed from or added to, hence the CD ROM (Read Only Memory).

HOW MANY PAGES CAN BE STORED?
For each document, various fields of indexing can be utilized, with an example of one field being the account number. To give an idea of the number of pages which can be stored on a CD, a realistic figure is 15,000 A4 pages which can be visualised as a full four drawer filing cabinet.

CAN I HAVE MORE THAN ONE COPY?
Using a personal computer, the scanned documents can be extracted from the CD and displayed on the screen with their original appearance. If required individual "documents" can be printed using the printer attached to the PC. The CD's can be downloaded onto an internal network if required by more than one user and copy CD's can be written for different depots/departments or as a back up. If required, a copy CD can be held at our premises to safeguard against loss through fire or damage.

WHAT ABOUT SECURITY?
Documents stored on a CD are acceptable where there is a legal requirement to store them, therefore offering a considerable space saving as the original hard copy documents can then be returned, stored or securely shredded. Not only does this save a dramatic amount of floor space, but it allows increased security as the CD's can incorporate various levels of password facility to restrict access and the CD's can be easily stored in a safe or fireproof cabinet.

WHAT ARE THE BENEFITS OF CD STORAGE?
Savings in personnel time will be available in a number of ways ranging from the increased efficiency of having several copies of CD's for other departments/sites to the fact that documents cannot be "lost" from a CD, unlike a paper filing system where items can easily be removed from a file or mislaid. As scanning concerns 'live' documents there is a fax-back facility available if information is required whilst it is being scanned.

HOW MUCH WILL IT COST?
Prices for scanning onto CD are dependant upon individual needs such as the amount of indexing, the size(s) of batches of paper and the quality of documents to be scanned. We would be happy to supply a quote once we have established individual needs. Prices are subject to VAT. Unless otherwise specifies our service includes: collection of the documents, preparation, scanning, return of the CD's and shredding or return of the documents.

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