Document
Scanning
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What
is document scanning? Top
Document
scanning is the process of using document scanning software
and high-speed document scanners to convert an image of
the paper to a digital picture. These electronic images
can then be indexed and stored in a document storage system
which gives your users the ability to search through
millions of documents in a matter of moments.
How are documents indexed? Top
Documents
are indexed based upon customized criteria set by you.
You may have:
What
types of documents can be scanned? Top
There
is virtually no limit to the type of document that can
be scanned. We can handle sizes ranging from a small
receipt to as large as an E-size technical drawing.
"Documents" also describes pictures, posters, brochures,
etc.. all of which can be scanned to your liking.
What
is scanning software?
Top
Scanning
software is a tool which enables the computer to take
a digital image (or picture) of the document in question.
This software identifies optimums in shading, clarity,
contrast and brightness enabling the hardware to make
appropriate adjustments during processing to ensure the
most crisp image display possible.
How
do I make my documents "Scan Ready"? Top
"Scan
ready" means that the paper document is "prepared" to
go through the scanning equipment. O.S.I. offers
this service at a nominal fee. Prepping documents requires
that all the staples and other paper fasteners have been
removed from the files and the pages are not excessively
wrinkled, torn or otherwise damaged. The pages are all
oriented the same way (i.e.: all tops up) and facing the
same way (if single-sided). The files are separated and
labeled in a way that is logical to how you would store
and access them normally. Sometimes sorting may also be
desirable. O.S.I. can assist you in determining the best
labeling and indexing scheme for your needs.
Is
there a minimum that I need to send to you to have my
documents scanned? Top
Generally
speaking, no. O.S.I. has devised a formula worksheet
to help you determine the most cost-effective method to
address your storage, retrieval and archiving needs. There
is however, a $450.00 minimum job fee.
Document Conversion
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Do
you offer a searchable database of my documents? Top
Absolutely!
You may search by either having your documents OCR'd (Optical
Character Recognition) whereby each word becomes the "index"
allowing you to search by keyword or part of a keyword
(recommended for clean documents) or you may have the
document manually indexed based using customized criteria.
An example of this would be "file name" (Vendor), "invoice
number", "date", etc.. This enables you to search
your database with ease and confidence. Your newly
developed database can be integrated into your existing
workflow procedures and database software. We can assist
you in compiling an indexing scheme that will allow your
document retrievals to flow with ease.
What
is the cost of document conversion to CD-Rom? Top
The
cost will depend on the type of conversion and retrieval
scheme which best suits your needs. We can assist
you in compiling a plan that meets your goals and budget.
Please contact us for further detail at mailto:jena.khan@interprobps.com
How fast
can we get our documents converted to CD?
Top
Turn
around time depends on the volume of documents, the level
of service requested, advance notice, and our current
job queue. Rush Service is available upon request.
Should you have a time constraint, please contact us and
we'll devise a plan that meets your schedule.
What file format are the scanned pages? Top
OSI
offers many file formats, but we recommend black and white
Group 4 TIFF for most document storage applications due
to its wide support by software developers, small file
size, and ability to store multi page documents in one
file. Other image formats are available for full color
or special applications, subject to a higher cost per
image due to royalty requirements or additional processing
time. If you require a special format, just ask.
Do
you OCR documents and convert them to MS Word® format?
What is the accuracy? How about accuracy and costs? Top
OSI
does offer paper document conversion to editable file
formats such as word processing files, commonly called
OCR or Optical Character Recognition. Accuracy is entirely
dependent on the quality of the original. Claims by OCR
software vendors for uncorrected documents are 99.7% accuracy
with a high-quality original but expect average of 95-99%
based on industry experience. A document produced by a
laser printer or printing press with standard fonts on
white paper is considered a high-quality original. Photocopies,
low-resolution printouts, documents with non-standard
fonts such as script, and documents with poor contrast
due to similar colors of paper and ink, are all considered
low-quality for the purposes of OCR and will probably
require extensive manual processing to improve accuracy.
We can provide either one-pass OCR processing on a scanned
image without correction, or we can completely correct
the OCR results.
What
type of processing do the images undergo?
Top
Images
can be de-skewed, de-speckled, rotated, mirrored, background
colors dropped, borders trimmed or removed. We also provide
intelligent filtering which will actually enhance image
characters prior to Optical Character Recognition. We
can also provide zone extraction for signature extraction
or other sub-image requirements.
Document Retrieval
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How can my company allow
for more than one person at a time to access our scanned
documents?
Top
If
your office has a LAN (local area network) or WAN (wide
area network), document CDs may be placed in CD-ROM players
that are accessible on the network. For large archives
spanning more than one CD, some companies use CD "jukeboxes"
which hold multiple CDs ready for use. You may also get
multiple copies of your archive so each key staff member
or branch office has a complete set. You can also have
your IT manager copy the files to your server's hard drives
for access across your network. Don’t forget, we also
specialize in Internet Document Management and as your
service bureau, we can house your document archiving files
for easy access from any password provided individual.
Although we can provide you with free Search and
Retrieval software. This only allows single user access.
For Network or Multi-User access then Licensing Fees may
apply.
Are
there any hardware and software requirements? Top
You
should have a Pentium Class PC or higher; 32 Mb RAM, 35
Mb available hard disk space, 8x CD-Rom drive, Windows
95/98 or Windows NT/2000.
CDs
can be formatted to be read by Windows, UNIX, Linux, OS/2,
and Macintosh systems. Eastman Software's "Imaging" (also
known as Wang Imaging or Kodak Imaging) is included under
the Accessories menu in Windows 95 and 98 and is an excellent
program for viewing, copying, and printing single or multi-page
TIFF files. If you don't find it installed on your system,
check Windows Setup. It is probably on your Windows installation
CD (it is also available for free download from Eastman
Software). We recommend it highly and it comes at no additional
expense to you. We can also provide you with Search and
Retrieval software at no charge.
After
document imaging, how do I access and use it? Top
After the document
imaging process is complete, retrieval is quite simple.
There are several possibilities for your use.
- You can read
the document on your computer’s monitor using any image
viewer.
- You can fax
the documents using your computer's fax-modem.
- With Internet
access, you can email the document.
- Using Optical
Character Recognition (OCR) software, you can convert
the document images into editable text for use with
word processing and spreadsheet software.
- You can use
your printer to print the entire document, or only the
pages you need at that time.
- You can use
the Alchemy Search and Retrieval engine which is provided
by OSI to you at no charge.
Do
I need special training to use a document CD? Top
No
special training is required to view or print the documents
when using intuitive software such as "Imaging" or Alchemy.
When we provide you with Alchemy Software, we include
a User Guide as part of the document database. Most computer
users are able to get results immediately.
What
if I buy a new computer? Will it be able to read the OSI
CD? Top
The
CDs can be read by PCs and Mac equipped with CD drives,
and most new systems have the drives included. Computer
manufacturers have made their CD Players compatible by
having industry standards, which were established by Sony
and Phillips over 10 years ago. Some older CD-ROM readers
(more than 4 years old) may need firmware updates to properly
read CD-R media.
What
if I decide to use a DVD unit instead of a CD unit in
my next computer? Will I still be able to use my OSI CD?
Top
Most
DVD players on the market are designed to read all standard
CDs including those produced by OSI. Check manufacturer’s
specifications to see if the DVD drive will read CD-Recordable
(CD-R).
What
if new technology should happen five years from now? Will
I be able to use my OSI CD? Top
If
you keep your CD or DVD player - no problem. However,
OSI will keep up with any widely-used superior technology
and will offer conversion services if and when required
for our customers. The formats on the CDs are generic
enough that the electronic industry will be able to convert
or use them for the foreseeable future. If and when the
technology changes, you will have adequate time to convert
them. Long Play record albums have been available since
the 1950s and you can still buy turntables which will
play them. It is expected that CDs will be available for
a comparable length of time.
Can
you upload the image files to our server?
Top
Yes,
we can, but the time to do so might not be as time or
cost-effective as sending you a CD for on-site copying
to the server by your in-house or contracted technician
who already knows your network system. The CD is also
your backup copy in case of hard drive failure or other
disaster. If you need special handling of your image files,
bring up your needs to your OSI representative when you
inquire.
Document Storage
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How
many documents can fit on one CD? Top
Approximately
15,000 letter-sized, black and white pages will fit on
a single CD. Color documents and photos can also be scanned
to CD, but because they require more memory, fewer will
fit. This will let you find your document without leaving
your desk. Your files will be at your finger tips. The
fact that the documents are on a CD means that you may
be able to eliminate all those dusty files and file cabinets
and vastly reduce the cost of storage. You can transport
millions of electronic documents in your briefcase. Try
that with paper.
How
are my scanned documents stored? Top
OSI
stores electronic records on CD-R media. CD-R media has
a longer shelf life, wider support, fast random access
to files, cannot be erased or altered, and is non-proprietary.
Tape has moving parts to break, dozens of different and
incompatible formats, is quite slow to access, is erasable
and alterable, and can be damaged by common electromagnetic
fields. We do not recommend tape for long term storage
of electronic records, nor for frequently accessed information.
Tape is often not accepted as a storage method for legal
purposes because of the ability to alter the files on
the tape.
Document Imaging
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What is document
imaging?
Top
Document imaging
is the process by which a digital picture of the original
paper document is created. Utilizing document scanning
software, the document, when run through a scanner, converts
to an electronic image.
What about
image quality?
Top
We
use sophisticated digital imaging software tools to improve
the quality of our document scanning services. We can
remove speckles, straighten the documents, remove backgrounds
that are obscuring the information, darken and lighten
text. And of course, the quality of paper documents deteriorates
over the years, while the quality of the electronic documents
remain consistent!
After
document imaging can I change the document
Top
Not
directly onto the CD. By its nature it is a read-only
medium (Write Once Read Many or "WORM" for short). This
feature keeps others from deleting or changing your originals
and is usually required if the images are to be used for
legal purposes. You can annotate or otherwise edit the
documents once you copy them to your hard drive or other
read/write media. Such annotations are stored as so-called
overlays and do not alter the original image in any way.
Document Archiving
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What
if I want to add more documents to my OSI CD that I had
made last year? Top
If
there is sufficient room, we can add to your existing
OSI CD. Or, we can create another CD that is still part
of the same database. We can accumulate your document
database up to 800 Gigabytes in size.
What
if I want another copy of my document CD later? Top
We
can make multiple copies anytime as long as your OSI CD
is still in readable condition.
Service Bureau General
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Is
it proprietary technology? Top
No.
Our Document Scanning Services adhere to accepted industry
standards. Image files are stored as standard TIFF files
(CCITT Group IV). This means that they can be viewed with
an image viewer. Our standard database is either Microsoft
Access or Alchemy and is ODBC and ADO compliant.
Do
I need to make a contract? Top
Our
proposal for your job becomes your contract should you
choose to accept it. For ongoing document scanning services
or document conversion services, OSI will provide a contract
with special rates that result in significant savings.
Do
you return the original documents? Top
Yes
we do. All transportation costs are paid for by the customer.
If you need to dispose of the originals, inquire about
document destruction with an OSI representative.
Microfilm Conversion
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What
about microfilm conversion services?
Top
We
can convert your microfilm to electronic images stored
on CD-R. You will be able to access and retrieve from
your computer as if it were a scanned paper document.
What
is the benefit of microfilm conversion? Top
Microfilm
conversion allows the data to be accessed from multiple
users directly from their PC, intranet or internet.
It also allows for search features dramatically reducing
the "find" time for your staff. You are then able
to print, send, or email single images as desired.
What
if my microfilm is quite old?
Top
Microfilm
conversion has proven to be quite effective, even on "old"
microfilm. The microfilm conversion process allows
the attendant to manually enhance the quality of an image
as needed to extract the best image possible.
Microfiche Conversion
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What
is microfiche conversion? Top
Microfiche
conversion is the scanning of microfiche to an electronic
image stored on CD-R. You will be able to access
and retrieve from your computer as if it were a scanned
paper document.
What
is the benefit of microfiche conversion? Top
Microfiche
conversion allows the data to be accessed from multiple
users directly from their PC, intranet or internet.
It also allows for search features dramatically reducing
the "find" time for your staff. You are then able
to print, send, or email single images as desired.
What
if my microfiche is quite old?
Top
Microfiche
conversion has proven to be quite effective, even on "old"
microfilm. The microfiche conversion process allows
the attendant to manually enhance the quality of an image
as needed to extract the best image possible.
Aperture Card Conversion
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What
is an aperture card?
Top
An
aperture card is a single 35mm microfilm picture mounted
on a data card that looks much like a punched data card.
Aperture cards are normally used for large format
drawings. Most aperture cards are punched with something
called Hollerith data. This data contains information
which is typically a drawing number and revision number.
When your cards are converted, our equipment reads this
data and can use the data to either name the converted
image file, or to produce a data file with the
information.
What
is the benefit of aperture card conversion? Top
Aperture
card conversion allows the data to be accessed from multiple
users directly from their PC, intranet or internet.
It also allows for search features dramatically reducing
the "find" time for your staff. You are then able
to print, send, or subfile single images as desired.
What
if my aperture cards are quite old?
Top
Aperture
card conversion has proven to be quite effective, even on "old"
aperture cards. The aperture card conversion process allows
the attendant to manually enhance the quality of an image
as needed to extract the best image possible.
Internet Document Management
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Can
you host documents on the internet? Top
Absolutely!
Our clients for whom we host documents on the internet
have raved about the ease with which multi-state offices
have been able to search for data and retrieve all within
seconds! It is password protected and runs through
an unbreachable security pipeline. This enables
you to have a network solution without requiring any assistance
from your I.T. Department. You also save the expense of
purchasing Server Hardware, large Hard Disks, or Networking
equipment. We provide all Systems Administration, System
Backups, Hardware Maintenance and General System Support.
All you do is retrieve your documents from your Desktop
Browser.
Are
the documents secure? Top
You
betchya. Full SSL or SSH encryption on Secure Servers as
well as IP address restrictions, etc.
In-House Solutions
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Can
I scan my own documents? Top
Yes!
We can provide you state-of-the-art hardware and software,
come to your facility, train your staff, and have
you up and running in no time. We offer on-going
support and full warranties. Our Service Bureau
remains available to you for your larger, more demanding
scanning jobs. Please Click on "In House Solutions" from
our home page.
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