Getting Ready For Document Scanning

What kind of prep work needs to be done before document scanning?

Organize! Make sure the files to be scanned are in folders or boxes according to the subject or date you want to file them by. Each folder will be one PDF document. With that in mind, you may want to organize your files accordingly.
Also! It is very important that ALL STAPLES BE REMOVED and turned corners be smoothed out. When there are a lot of "dog ears" or folded corners on files, we have to scan the files upside down. There is no problem with that since the software will allow us to turn the pages, but it is an extra charge after the scanning to reorganize the files.

What costs are involved in this undertaking?

Scanning is 3 cents per page. Remember, pages have 2 sides. Additionally, if you don't have the time to completely organize your files or remove staples, smooth corners etc., we can do it at a rate of $28/per hour.
In any event, there is almost always a minimum one hour set-up time which usually is the time to transfer files and set up a folder system on your computer, as well as transferring to multiple media sources.

Once my documents are scanned, how do I find them?

Normally, we name each PDF document that corresponds to a folder, the same name. This way if you are looking for a particular name, and that name was on the folder by which you filed the paper version, then it will be in the file directory we create for you.
We can also create a cover page for each file that will have some more specialized information that you specify, so that you can cross search folders for certain terms.
Also, Adobe PDF can use OCR to convert your files to live text and make most of them searchable. This method depends on the condition of the files, i.e., are they easily readable? faded? handwritten? There are many variables to be considered.

Besides my computer hard drive, where else can I store my scanned files?

Most people want their files set-up in a folder structure similar to how they were "paper-filed", on a computer or computer network. Additionally, back-ups can be put on CD, DVD, portable hard drives, flash drives etc. We can even obtain extra media for you.

When is the best time to have this kind of work done?

Anytime really, but we find that many offices like for this process to be somewhat "invisible" whether it be because of cramped quarters or files being used during the day.
We will come evenings, nights and weekends if that is best for you, at no extra charge!

Email Bob: bob@xtremebob.com, or call 203.820.3698