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I know I want my documents on
a CD, but I'm not sure what format
is right for me. Can you help me?
A document imaging specialist will be happy to discuss your various options
and help you determine which format makes the best business sense for your
needs. In general, Acrobat portable document format (PDF) provides the simplest
and most cost-efficient format for your documents. Your files
are viewed using the free Acrobat Reader software and the pages appear with
all their original formatting, signatures, graphics, etc. in a format that
is easy to navigate. Acrobat Reader probably already resides on your computer,
or we can provide you with a free copy on your CD.
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I know I want bookmarks and hypertext
links, but I need someone to help me incorporate them in
my document.
A PDF specialist can discuss with you how your document can be bookmarked and
hypertext linked to make navigation easier.
Do I need special software?
No special software is needed. PDF documents can be viewed and printed using
the free Acrobat Reader from Adobe. Click on the Acrobat Reader icon below
to download the latest free version. TIFF images can be viewed using any
multiple-page image viewer, such as the one included in your standard Windows
or Macintosh Accessories.
Click the picture below to download Adobe Acrobat's free Reader
to easily view and distribute all of your document scanning projects.
Do I need special hardware?
A computer with a CD-ROM drive is the only thing you need. Our CD's can be
read by Windows, Macintosh, and other platforms.
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Do I need special training to
use the document CD?
Using the document CD is as simple as a few clicks. Navigation through electronic
documents, particularly those in PDF, is very intuitive. Many people are already
familiar with viewing PDF documents over the internet. If you prefer, our document
imaging specialists can talk you through using your CD. We can provide a file
on your CD with instructions for viewing and navigating through your documents.
What if I upgrade to a DVD player
instead of a CD player - - will I still be able to use my
document CD?
DVD players are designed to read CD's as well. Check the manufacturer's specifications
to verify that your DVD drive will read CD's. If you prefer, we can submit
your documents on a DVD, although the DVD may not be read by standard CD drives.
Will I be able to use my document
CD with new technology developments?
If you keep your CD or DVD player, you can continue to access your document
CD's. Support of CD's within the industry has already been demonstrated by
the very fact that CD's can be read in DVD players. We will keep abreast of
major technology developments and will offer conversion services as required
by our customers.
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What if I want another copy of
my document CD later?
We will be glad to provide additional CD copies for a nominal charge. You can
order multiple copies of your CD at the time of scanning or at any subsequent
time. We will retain a copy of your CD as a backup for five years as our standard
policy (or longer upon request).
What if we lose the CD you provide
to us?
We maintains a copy of all CD's we create as a backup. Our standard policy
is to keep the backup copy for five years. Retention can be longer upon your
request.
What storage/media options do
I have?
We stores electronic documents on CD's, DVD's or zip disks (upon request).
We recommend the use of CD's and DVD's because they cannot be erased or altered,
are non-proprietary, and have a longer shelf life.
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How long will my CD last?
The published shelf-life of CD's is up to 100 years, according to several sources.
Both Sony Electronics and Hewlett Packard publish their CD-R (Compact Disc
Recordable) specifications
as tested "up to 100 years" archival life.
Will you provide printed labels
for my CD's and cases?
We provides custom-designed CD labels and jewel case inserts. Design and assembly
are included at no additional charge for volume projects.
Can you upload the image files
to our server?
Yes, but this might not be as cost-effective as providing you with CD's to
be uploaded by your technician, who is already familiar with your network system.
The CD can then be used as your backup copy in case of disaster or as your
archival copy.
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What electronic formats are used
for the scanned documents?
We scan to a variety of formats available on the market today. PDF, TIFF, JPEG,
BMP, and GIF are commonly requested formats. We recommend PDF for its added
features. TIFF is also an imaging industry standard compatible with most document
management systems.
How can I tell what documents
are on the CD?
Your documents, or the main subject document, will be listed on the CD cover.
When you access the CD, the documents will be listed showing the names you
provide for them. A copy of the free Adobe Acrobat Reader can also be included
on every CD at your request.
Do you offer a searchable database
of my documents?
PDF normal and PDF hidden text documents will be easily searchable
by words contained within the pages. Other PDF options include
automatic bookmarks and
links to other sections of your document or to other documents on your CD.
In addition, short document information fields can be added to documents, known
as "indexing", although having your documents indexed is slower and
significantly more expensive than creating your documents with logical file
names.
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Can you convert my paper files
into editable Microsoft Word documents?
Yes, but it is preferable to give us this request before scanning, so we can
adjust the scanning resolution accordingly to accommodate the Optical Character
Recognition (OCR). The quality of the resulting Microsoft Word document depends
on the scanning resolution and the quality of the original paper document.
Can you OCR my documents?
Yes, We utilize state-of-the-art Optical Character Recognition (OCR) software.
The software we use
yields highly accurate results. The accuracy of OCR depends upon the quality
of the original paper documents. If you would care to mail us a sample page
or two, we would be glad to evaluate the OCR potential of your documents.
Can I make changes or add notes to the scanned documents?
Not directly onto the CD. CD's are a read-only medium, which protects your
images from being deleted or changed. You can annotate or otherwise edit Word
documents once you copy them to your hard drive or other read/write media.
However, only limited editing of PDF documents can be accomplished. PDF documents
can be made password-secure upon your request.
What if my paper is damaged or bound?
Papers which are damaged, torn, or bound will not be suitable for sheet-feed
scanning and must be scanned on the flatbed. Please provide us with information
regarding the condition of your paper documents when requesting a quote, so
we can give you a more accurate estimate of your project.
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How secure will my documents be
at your site?
Your scanning project will be handled by professionals with expertise in document
imaging. You can be assured of the careful and confidential handling of all
your sensitive documents which are kept in our secure location.
Will the sensitive information
on my documents remain private?
We handles highly sensitive client information on a daily basis. We handle
all types of private information including W-2 forms showing social security
numbers, credit information, legal briefs, and government environmental reports.
Do you return my documents or
destroy them after creating CD's?
Both options are available. We work with document destruction services to safely
and securely shred
your documents should you choose to destroy your documents once they are archived.
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How much do your services cost?
Pricing for scanning and PDF services is highly variable due to the volume
of documents to be scanned, the nature of the original paper documents and
the additional PDF services requested. However, scanning is very affordable
and can range from as low as $0.08 per page for high-volume, sheet-feedable
work with variable pricing for complex services, such as PDF bookmarks, hypertext
links, and OCR. As a rule of thumb, documents which contain numerous staple
and clips will run slightly higher in price. To make your scanning project
much more affordable, please remove staples at your office and insert colored
sheets between sections, using binder clips to hold larger sections together
securely.
Should I buy a scanner or outsource
my scanning?
Scanning in-house requires investment in software to save your scanned images
to a viewable format. You will spend time and money for training your employee(s)
on the software and hardware usage. Many companies find outsourcing their scanning
to be more efficient. You save on the time and expense for setting up in-house
scanning. Your work is done by professionals with expertise in document scanning
and conversion.
What are the advantages of outsourcing
my PDF conversions?
PDF conversion requires great attention to detail, and it can be a tedious
process to create bookmarks and hypertext links. Outsourcing your PDF work
saves time and resources, and gives you access to the knowledge and skills
of a PDF specialist.
Which PDF option is right for
me?
There are 3 basic types of PDF documents: Image Only, Normal,
and Image+Hidden Text. The differences between these options
are explained on our PDF.htm">PDF
page. Our PDF specialists will be glad to help you choose among your PDF options.
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