Document Scanning Services in Sydney
FileSaver is a leading document scanning services company based in Sydney, Australia.
We provide document scanning services to support large scale, mission critical conversion services, and also services for one-off or occasional scanning requirements.
Utilising our experience and suite of advanced scanners and software, we can provide your organisation with the high quality images and accurate index data within agreed timeframes.
Services are tailored to the needs of each client and application via our Ten Stage Document Scanning Scoping and Implementation Plan.
Through this methodical approach we ensure high quality, consistent results that meet our clients’ quality requirements, project timelines and budget.
Our Approach - Ten Stage Document Scanning Project Plan
Stage 1: Project Scoping and Review of Options
We start with a thorough review of the objectives and the circumstances that led to your consideration of document scanning project. By understanding the background to and objectives of your project we are able to recommend the most appropriate and cost effective solution.
There may be several options for addressing any current problems with documents or in-house document scanning. We’ll work through the various options with you that may include:
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scanning of all existing documents
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a composite solution of scanning of recent documents and off-site storage and management of older records
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scanning of future records on a daily or weekly basis, and leaving existing records as they are
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scanning all existing records to enable your internal resources to proceed with day-forward scanning
We also address the issue of what you’ll do with the scanned images. For instance:
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import the images to your Enterprise Document and Records Management System (EDRMS)
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save the images to a network drive
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maintain the images on DVD or external drive
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externally hosting the images for you and providing Internet access to authorised users
This first stage determines the type of solution to be provided and largely the cost and ultimate success of the document scanning project.
Stage 2: Project Specifications
This stage gets down to detail. We review the documents to be scanned and agree technical details such as:
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document preparation requirements - removing staples, removing from binders, reassembly after scanning
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project timeframe
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scanning resolution (DPI)
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scan type - B&W, Grayscale or colour scanning
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indexing requirements - File number, file name
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indexing method - data entry from image, OCR, OMR, data validation via ODBC lookup
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image naming convention
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output format - TIF, PDF, Text searchable PDF
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delivery of images and metadata - DVD or portable drive, FTP transfer, email,
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instructions for originals once scanned - return, store, destroy
Stage 3: Proposal and Trial/Validation Scanning
Depending upon the size and complexity of the project, we may perform test scanning and then follow-up with a proposal, or a proposal subject to validation scanning and customer sign-off.
Stage 4: Project Set-Up & Quality Review Procedures
Once we are given the go-ahead, we set-up for the technical requirements agreed in stages 1-3. We apply a rigorous approach to documenting technical requirements and ensuring that all aspects are incorporated into the scanners and software configurations and operators procedures.
Stage 5: Document Collection
We aim to make the removal of the records from your premises as hassle-free as possible for your staff. If required, we can cull the files to be scanned from active file storage or simply pack them direct from shelves into our heavy duty archive boxes.
We take a careful inventory of the records collected and track the records at all stages through the project.
Stage 6: Document Preparation
The Preparation Team focuses on general project requirements such as staple removal, binding removal, document repair and page orientation, and specific project requirements including special handling of Post-It Notes and colour images.
The document preparation processes ensure that the natural order of each file is maintained and that the files are prepared to enable the best possible scanning results.
Stage 7: Document Scanning & Quality Review
Documents are scanned using the appropriate equipment for documents as small as cheques through to A0 plans.
The Scanning Team focuses on general project requirements such as required image settings, document quality, page size and requirements for double-sided and occasional colour scanning.
Images are reviewed for appropriate quality, clarity and orientation/skewness, and corrections or rescans performed as necessary.
Stage 8: Image Profiling and Data Extraction
The all-important meta-data is extracted from the image using a combination of data entry, Optical Character Recognition (OCR), Optical Mark Recognition (OCR), Barcode Recognition (BCR) or database ODBC look-ups for validation or population of index fields.
Data is reviewed for consistency and, wherever possible, validated against an external data source such as a list of client numbers and names.
The data is output in format suitable for use by the client - standalone database or Excel file, or a format suitable for upload to the clients in-house EDRMS.
Stage 9: Project Deliverable & Quality Review
Prior to delivery, the output images and metadata are assembled and reviewed to ensure consistency and compliance with the agreed quality criteria. Any apparent discrepancies are investigated and resolved prior to delivery.
We pride ourselves on our ability to provide the best possible deliverable in the time required, and have designed each stage in the conversion process with a focus on quality.
Stage 10: Deliverable Sent / Files Returned or Recycled
Images and metadata can be delivered progressively or upon completion of the document scanning project.
30 days after delivery, the images and metadata are permanently deleted from our systems.
Original documents are stored, returned or securely destroyed in accordance with your requirements.