Let's Plan to Scan
Prep Work
Production scanners, the engine of any high volume archiving project, are designed to auto feed letter and legal sized documents at a rate of nearly 10,000 pages an hour. However, there are manual steps our staff must take to ensure the target documents are able to be imaged by the scanners without interruption or jamming.
As such, prep-work is the hands-on, labor intensive, quality review component of the conversion process and includes manual tasks such as:
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Removal of staples and bindings
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Taping odd-sized documents to standard paper
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Determining the overall quality of the target document or photo
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Converting 2-sided documents to single side
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Setting batch scan parameters to assigned content folder
There are some steps you, the client can take to help mitigate the number of document improvements needed before our project begins that can also help reduce project costs:
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Identify the documents or photographs you want to archive.
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Estimate the number of targeted documents and/or photographs by using our Document-Image Volume Estimator
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Since not all items hold the same critical importance, resisting the urge to scan everything can save you some money by limiting the number of scans.
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Sort through your documents and focus on removing staples, paper clips, tape, or anything else that might cause sheets to stick together.
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Straighten out any folds in pages and make sure all pages are separated.
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Inspect your photographs for clarity, whether black and white or color, and any identifiers you'll be using later to TAG for indexing (see the categories listed in the Scan Project Assessment Questionnaire).
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Use invisible tape to attach undersized documents such as hand-written notes, receipts, business cards, etc., to one side of a 8.5 x 11 in. sheet of paper.
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Use our Scan Project Assessment Questionnaire to assign TAGS like name, year, location to your documents and photos.
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Pre-naming your content folders will reduce the number of manual keystroke entries needed to build the scan sheet.
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Let's Get Started......
Use Adobe Acrobat to open our Scan Project Assessment Questionnaire
The input fields will help us set the parameters for designing the project plan. Return the completed questionnaire to Byte Recover Enterprises and we'll reply within 48 business hours.
Don't forget to refer to our Vital Records Checklist as a guide to selecting the documents and photographs you want to archive.
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......we look forward to working with you!
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