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Scanning or imaging is a process of capturing, storing, and retrieving information from images and converting them into digital copy, which can be easily integrated into a document database. Scanning leads to the creation of a digital archive which is permanent and easily retrievable.
Scanned or imaged documents do not have to be conventional paper items but could include:
Photographs – many schools and public institutions are creating historical galleries with their old photographs. The photographs are available for public viewing and can be added to websites while the originals remain in a safe environment. Scanning the photograph also allows for some digital enhancement such as adjusting the contrast or colour balance.
Slides and micro fiche – these items can be scanned and made available without the requirement for old fashioned equipment and once scanned these historical documents are easily retrievable and available to wider audience then when in their original state.
XRays, MRI’s and CT Scans – once scanned these items are easily available without the need to store the original materials.
Building Plans – once scanned large building plans can be stored in a digital database and be made readily available for review onsite. Large original documents can be rolled into plan boxes for long term storage where they will be safe from damage. Once the scanned images are uploaded into a digital archive repository they can be easily edited, book marks added and many advanced editing tools can be used.
Wedding Registers and Other Bound Items – any bound item or book can be scanned into a digital format.
Scanned documents allow for quick and efficient retrieval of documents. Historical documents are captured forever ensuring long term preservation and the originals can be safely stored in an offsite facility or destroyed where appropriate. Scanned documents help share information instantly and allows for a variety of users across multiple locations, saving time, money and floor space and providing valuable information to your employees whenever they need it.
Modern scanning software uses Optical Character Recognition (OCR) which is computer software that is designed to read text and images and convert them digital format for storage and indexing. OCR technology means that documents stored electronically have a google- like search functionality allowing for search of specific text throughout the whole repository, reducing business down time for “lost” documents and with no time wasted searching through document archives for that one required piece of information.
Formfile have a specialized scanning bureau with the capacity for small or large volume projects and have the ability to scan all document and media types, and the data can be subsequently uploaded into Formfile’s Digital Office Archive software or your digital repository.