Frequently Asked Questions
What is document scanning?
Document scanning is the process in which paper files go through, to become digital files. A scanner is used to convert your paper documents into digital images, the images can then be stored and indexed into a digital archive.
Why do organizations scan?
There are several main reason why organizations are known to scan their documents. Some of these reasons include greater searching and record finding capabilities, increased organization, increased employee productivity, better record keeping, and less security risks because you have more control over your digital files and who uses them.
How does scanning provide security and disaster recovery?
A paper-based filing system leaves your documents vulnerable to being misplaced, lost, stolen or destroyed from a number of different risk factors such as fire or water damage. When you convert your paper documents to digital files, you’re getting an extra layer of security. Scanning helps you manage your files and may help keep you within your industry’s compliance standards. You should always have a back-up plan when it comes to critical data. Scanning your documents can help you prevent data loss and keep your documents safe from disaster.
Why outsource scanning when I can buy a scanner and do it myself?
If you have a small amount of documents you could certainly do it on your own with a desktop scanner. But, if you have a large volume of documents (hundreds to thousands), it’s best to outsource your scanning project to document scanning specialists like Precision Integrated Data. We use state-of-the-art high speed scanners to produce outstanding images. This allows us to turn your scanning job around quickly and accurately. If you did it in-house you would have to deal with the headaches of purchasing and maintaining the equipment, training your staff on how to properly scan and index everything, and then manage the entire process to make sure your project stays on course and within budget. In conclusion, outsourcing is generally far less costly and of better quality than bringing it in-house and doing it yourself.
What types of documents do you scan?
Paper documents of any kind can be scanned from small sized items like receipts or business cards, to large items.
Can you scan handwritten documents?
Handwritten documents can be scanned as easily as typed text. Optical Character Recognition (OCR) is not typically used for hand-written documents. Handwritten documents use indexes for searching which is the best way to find your documents.
What is OCR?
Optical Character Recognition (OCR) extracts every text word from your paper documents and stores it as data that can later be searched. OCR is used to create a searchable PDF.
What if documents have staples, wrinkles or tears? Do I need to do anything?
Preparation for scanning is done by Precision Integrated Data. This service (document preparation) is included in our fixed per box pricing model and will remove staples, paper clips, binder clips, post-it notes, and do triage or repair of torn documents for scanning.. This service is done free of charge along with document destruction (scanning) if you choose to go with our Fixed per box pricing model for scanning jobs.
What’s the image quality like?
Most document imagers will scan at 200 or 300 DPI (Dots per Inch). Precision Integrated Data will always scan at 300dpi.
Can you convert my documents into MS Word?
No. We only support conversion to TIFF or searchable PDF.
Can you scan in color?
Yes, we can scan in whichever format you would like. By default, scanning is done in black & white which meets the vast majority of your needs. Should you request color scanning.
Will I get my original, paper files back?
If you want them back, we can return them to you. However, the majority of our clients prefer to have us to shred their documents for them. The price of shredding is included in our fixed per box pricing model and will be available after the scan job is complete for no additional charge. Your documents will be returned or shredded once you have reviewed and approved the scanned documents.
Can you host and store my document images online?
Yes. Precision Integrated Data specializes in document storage solutions that allows you to retrieve and store images online. There is no hardware or software required – the digital images of your documents are instantly available to you with features like secure email, annotations, quick searching, and more through your web browser via an active internet connection.
Can I upload and add files to your online storage solution?
Yes. With our cloud solution, you can easily upload any file type, giving you one place to retrieve and store your scanned documents and electronic files together online.
Can I upload files and scan documents in as needed?
Yes, once your online cloud based filing cabinet is setup you may scan or import new documents from your computer using a drag and drop feature for existing files or scanning directly via a TWAIN scanner.