Document Scanning FAQs

• Document Scanning
• Drawing Scanning
• Microfilm and Microfiche Scanning
• Data Entry
• OCR Conversion
• Data Conversion Services
• Post Room Services
• Adobe Acrobat/PDF & DJVU Services

If you have any questions or further enquiries please click here to contact us.

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Document Scanning

Q1. How many scanned documents can I fit on a CD-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 CD-ROM (Around 30,000 pages of A4).

Q2. 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.

Q3. Can you do photographs and colour scanning?

All of DCSs 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.

Q4. 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.

Q5. How do we find and view the documents on the CD?

We normally return all of your scanned documents with either our free Alchemy document database system or with a copy of Adobe reader. Both of these solutions enable you to find scanned documents on the CD based on a particular search field such as invoice number.

Q6. 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 cost software. This therefore adds slightly to the cost.

In general terms if your documents are high value, detailed technical manuals or are for client/web distribution then PDF is more suitable for document archiving. Otherwise stick with TIF format for document archiving.

Q7. How do I find specific documents after scanning?

The supplied Alchemy or Adobe software will let you find a scanned document on any specific information field you require. You can specify these fields at the time of order along with a hierarchy of folders and perhaps cabinets into which you want to file them. This allows you to exactly mirror the current physical storage of the files but in electronic form.

Q8. Are scanned documents admissible to HM Customs and Inland Revenue?

DCS have already been audited by both organisations and we have held our own documents in scanned format for over 5 years !

In addition, compliance with the latest BS DISC PD0008 procedures means that documents can now be assumed to be legally admissible documents. It is very important however to prove that you, or the scanning service you outsource to, follows these guidelines. DCS warrants that all our scanning services follow these BS DISC PD0008 guidelines.

Q9. All my documents are in ring binders and many have staples. Do I have to remove these?

DCS will do this for you together with any unbinding and/or rebinding of files as required.

Q10. I don't want the documents back after scanning. What options are there?

DCS can store your documents or, as an option, securely shred them and issue a BS accredited secure disposal certificate.

Drawing Scanning

Q1. How many drawings can I fit on a CD-ROM?

When scanning drawings, this will vary somewhat according to the content of information on each sheet but a typical amount would be around 6500 clean A1 sheets on each CD-ROM.

Q2. Is scaling of information preserved?

The scanned TIF file will be an exact scale reproduction of the original sheet.

Q3. Can I edit the drawing in CAD?

To do this we will need to convert the scanned TIF image file into a fully structured CAD file. This can be done as either a quick and cheap automatic conversion, which will need re-work, or via an automated ‘trace-over’ process which will cost more but give a perfect reproduction with layering, text, line and hatch patterns all formatted.

Q4. How can I coordinate and manage both scanned and CAD drawings?

DCS can supply your scanned drawings back in our Alchemy software which can also store and index AutoCAD DWG or DXF files. Alchemy even allows you to search for information within the text elements of a DWG file. This software is supplied free as part of our scanning service.

Q5. I have 35mm, half plate and film/neg sheets. Can these be scanned?

Yes, DCS can scan 35mm, half plate and film or nagative sheet formats.

Q6. How do I find my scanned drawings?

We can index all the scanned drawings on typical fields in the title block such as drawing number, part number, revision/issue, date, etc. You can then search upon any one or combination of these fields.

Q7. Can I measure off and annotate scanned drawings?

Yes. This requires the use of additional software which we can advise you on.

Q8. Can I plot out the whole drawing sheet OR just a part of it?

Yes. All of our software allows either part or all of the drawing sheet to be plotted.

Q9. Can you store our drawings for us?

We can scan in your drawings and take your CAD files on CD and then make them available over the Internet to any Internet capable PC. This service gives you great flexibility for say remote site offices or field engineers.

Microfilm and microfiche scanning

Q1. What formats can you scan in?

DCS can scan in literally any type of format. Our scanning service can cover 16mm up to X-Ray films, roll or cartridge, microfiche, jackets and even photographic negatives.

Q2. How many can you scan a day?

Our equipment can produce tens of thousands of high quality images per machine per day. We operate 3 microfilm-dedicated scanners.

Q3. Can you utilise blip coded films?

Yes. Our scanners can recognise all forms of blip coding and they utilise it to either index the documents or advance to the next frame automatically.

Q4. I have planning application microfiche with both 16 and 35mm formats. Can you scan these?

Yes. DCS have a great deal of experience in scanning planning application and building control files to CD format. Our largest project, which we are currently handling for a Local Authority, covers over 3 million pages/sheets of microfiche to be scanned.

Data Entry

Q1. How can we capture the responses from a ‘tick box’ survey form?

DCS can scan and automatically capture all of the responses thereby reducing the costs of manual data entry.

Q2. What about hand written data?

Automatic capture is only partially successful for this and generally we manually key in the data reading it from a scanned image of the document.

Q3. How do you ensure accuracy?

We always verify the data by either a second operator keying in the data (double key entry) or via a checking process with external data tables if available.

Q4. Can you capture information from barcodes?

Yes, DCS provide barcode scanning services. Barcode information is very reliable to capture and is completely automated.

Q5. I have hundreds of computer printouts with address lists on. Can you capture these?

Yes. We adopt an automated OCR process and with addresses we can then validate and clean them against postcode lists.

Q6. I have thousands of computer printouts stored as PRN/TXT files but I want to extract and analyse certain data from them in a new format. Can you help?

Yes. We can do this as a service or you can buy our Monarch software which lets you extract subsets of data from mainframe or other printouts.

OCR Conversion

Q1. Can you convert paper documents into MS Word or Excel?

Yes, we have highly accurate programs to convert paper documents into MS Word or Excel. These enable us to scan, OCR convert and then verify/error check any original typed information.

Q2. Can you put information currently on paper into HTML web format?

DCS can fully convert both the text, tables and other formatting into HTML, XML and other web formats. We also offer a PDF conversion process to make scanned images/documents accessible to web users.

EDMS Data Conversion

Q1. I have some old Canofile disks can you convert these into something else?

Yes. DCS have developed dedicated software which lets us convert old Canofile optical cartridges into TIF format. We also convert all of the index information including cell data. To replace the Canofile software we replace this with our free Alchemy software.

Q2. Can you convert our old EDM system into something else?

Generally we can convert information from most document management systems into another format. Please contact our experts for specific advice.

Q3. We need to index some TIF files into our EDMS system. Can you help?

We can take your existing images on CD and re-index and re-organise the data to your own specific requirements.

Post Room Services

Q1. We would like to outsource our mail handling and distribution. Can you do this?

Yes. DCS can set up a PO Box number at our site and then any mail responses for say a mail shot or survey will be re-directed to our offices. We will then handle all of the opening, data collection and delivery to you according to a pre-agreed service contract.

Q2. What about cheque handling?

We can bank cheques into your nominated account and also supply you with daily receipt and logging statistics/figures.

Q3. What about invoices?

DCS can supply an invoice handling service where we scan in, archive to CD and also supply you with the invoice data back again, same day, in a format suitable for direct import into your accounts system. This process cuts transaction costs per invoice substantially and also solves your invoice storage and invoice archive problems all in one go !

Adobe Acrobat/PDF Services

Q1. What are PDF format files?

This is a proprietary format file produced by Adobe and has been widely adopted over the last few years as an excellent format for the web distribution or archival of paper documentation.

Q2. What options are there for PDF conversion?

There are 3 main formats for PDF conversion:

• Image only – A raw image format like a TIF file
• Image + Hidden Text – As above but fully word searchable
• Normal – A fully OCR converted and compact format

Generally web distributable documents would use the ‘Normal’ option as the are very compact. The other image formats are a good choice for the archival of paper files. Our experts can advise you on your best option.

Q3. Can I link documents together?

PDF files can be ‘hyperlinked’ together or to external files, websites or email addresses.

Q4. How can I navigate a large document of hundreds of pages?

PDF files can have bookmarks added which allow you to click on a chapter or section heading and be directed there straight away. Its even easier than using a paper books index/contents page !

Q5. Can I annotate pages?

PDF files can be annotated with Adobe Acrobat with redlines, text, post it notes and even sound file notes.

Q. Can I electronically sign documents?

PDF format files with Adobe Acrobat have excellent secure electronic signature facilities, which can be adopted as legally binding contracts for e Business.

Contact DCS on 01753 616720 or click here to contact us if you have any further questions.