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10 Benefits of Digital Archiving
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1. |
Save Money- Save up to 66% of
traditional archiving expenses. No more off-site
storage fees, reproduction costs, shipping costs. |
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2. |
Save Time- Find
documents in seconds! Filing, re-filing,
packaging, and reproduction tasks eliminated. |
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3. |
Save Space- 1 CD =
1000 blueprints or 7 banker boxes of documents.
No more filing cabinets, boxes, or shelves
cluttering the office. |
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4. |
Disaster Recovery-
Documents are protected on CDs, servers, or on
the internet from disasters such as fires,
floods, tornados, etc. |
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5. |
Productivity- More
revision options, faster retrieval and turn
around times, access to large quantities of
information at desk which leads to increased
productivity. |
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6. |
Communication and
Collaboration- Many people can access the
same information from their desks enabling
conference calls, emailing, and better interaction. |
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7. |
Improved
Levels of Client Satisfaction– Reduced
call-back times, repair times, and up-to-date
information at fingertips improving client
satisfaction. |
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8. |
Accuracy and Security-
No more misfiled, lost, borrowed, stolen
documents, accurate revision histories.
Security features may be added (password
protection). |
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9. |
Go Green- Paper is
saved from fewer copies being made, fuel for
transportation is saved by emailing documents
instead of mailing, originals may be recycled. |
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10. |
Long term
preservation – No more deterioration,
fading, rips, stains, tears, holes, mold, etc.
Image quality may be improved by increasing the
contrast, etc. |
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Frequently Asked
Questions
archSCAN helps
organize and convert paper documents
to a
digital format.
1. What
is digital archiving?
2.
What is
document scanning?
3.
What are the benefits I can expect from digital
archiving?
4.
What is Document Management?
5.
Is there a special software program needed for digital
archiving?
6. How many drawings and pages can I scan to a CD?
7. Once my documents have been scanned, do I need to
keep the originals?
8. Can my documents be scanned onsite?
9. Can scanned documents be converted into AutoCAD?
10. How can I search for my scanned
documents on the computer?
1. What is digital archiving?
Digital archiving is the process of storing and
protecting documents, which have been scanned into an
electronic format.
2. What is document scanning?
Document scanning is the process of converting an image
on paper to a digital picture enabling you to view and
store it on a computer. The documents can be scanned
into a variety of formats Tiff, PDF, JPEG, etc.
3. What are the benefits I can expect from digital
archiving?
The benefits are numerous and individualized. Some
of the general benefits are the protection against loss
or theft, damage from
disasters (floods, fire, wind, terrorist attacks) and
daily use (frayed edges, rips,
stains, etc), large amounts of documents may be kept in
very little space on the computer, increased
productivity, improved communication and collaboration,
improved client satisfaction, saved time and money, and
improving the environment.
4. What is Document Management?
Document management is the organizational process of all
documents from the creation to the storage or archiving
and eventually to the destruction.
5. Is there a special software
program needed for digital archiving?
No, not necessarily. When converting documents to
a PDF, Adobe Acrobat Reader is a free program to
visualize the documents. Documents may also be
organized into a Windows folder structure which
replicates paper filing systems.
6. How many drawings and pages can I scan to a CD?
It will vary depending on the information on each page
and the file sizes, but usually we can fit about 3000
small format (8.5 x 11) documents on one CD. Drawings
are larger and the file sizes are bigger, but we can
usually fit 1000 drawings, scanned at 200 dpi to a CD.
7. Once my documents have been scanned, do I need to
keep the originals?
It is no longer necessary to keep paper documents for
legality reasons because, in almost all cases,
electronically scanned documents are readily acceptable
in a court of law. A key aspect is to keep the documents
in a “Read-only” format to ensure that the documents
cannot be modified or changed in any way.
8. Can my documents be scanned onsite?
Yes, documents may be scanned onsite, using archSCAN’s
staff and equipment.
9. Can scanned documents be converted into AutoCAD?
A scanned drawing is difficult to convert into AutoCAD
because you loose all of the layers which make up the
image. To fully convert it back into AutoCAD the layers
of the drawing must be recreated, which is very time
consuming and costly. The easiest way to utilize a
drawing in AutoCAD is to convert it into a jpeg, use it
as a baseline drawing, and make the changes on top.
archSCAN does not offer a full drawing conversion from
paper to AutoCAD, although, we can recommend specialized
firms which can do it.
10. How can I search for my scanned
documents on the computer?
There are
several ways to find documents in the computer. The
first most common way is by browsing. If your documents
are logically organized in a file/folder structure,
browsing is often the fastest way of locating a
document. Another way of searching for a document is by
using keywords which can be entered as metadata during
the scanning process. This creates a defined way that
documents can be found. Finally, you can also use
Optical Character Recognition (OCR) to search your
documents. OCR enables the computer to "read" your
document and therefore, allows you to search for
anything written within the document. We estimate OCR
as being roughly 70-80% accurate because it will often
miss words or misinterpret them. It is helpful if you
ever need to go back and edit a scanned document.
Contact us today!!
Call us at 410-974-8183 or by
email at
archscan@comcast.net
To reach the production center, please call
443-242-7318.
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