Data Storage, Inc.

Scanning

Major advancements in scanning technology make paper document conversion fast, inexpensive, and easy. A good scanner will make putting paper files into your computer easy.

Storage

The storage system provides long-term and reliable storage for documents. A good storage system will accommodate changing documents, growing volumes and advancing technology.

Indexing

The index system creates an organized document filing system and makes future retrieval simple and efficient. A good indexing system will make existing procedures and systems more effective.

Retrieval

The retrieval system uses information about the documents, including index and text, to find images stored in the system. A good retrieval system will make finding the right documents fast and easy.

Access

Document viewing should be readily available to those who need it, with the flexibility to control access to the system. A good access system will make documents viewable to authorized personnel, whether in the office, at different locations, or over the Internet

“How Much Will It Cost?”

There are numerous factors that go into calculating the cost of scanning and indexing your documents. The condition in which we receive your documents plays the biggest role in the final price.

Steps in document imaging.

There are five steps that go into getting your documents from the page to the screen in a searchable format.

  • Document Preparation

    Pre and post conversion document handling includes tracking, organizing, and sorting documents. Services include: removing staples, clips and book bindings, mounting undersized documents, repairing damaged/ripped pages and re-assembly of the documents and/or books after conversion.

  • Scanning

    This includes the scanning of hard copy documents and the conversion to an electronic image file in an industry standard format. Documents can be scanned either simplex or duplex. Types of pages include, but are not limited to: letter, legal, 11 x 17, large format, colored sheets, dark pages, onion skin, copies or odd size pages.

  • Quality Control and Rescanning
    Performed by visually validating the electronic image file for quality and orientation. Pages not readable are rescanned.
  • Indexing and Data Validation

    This includes data entry of key information and verification of specified index fields. Number of index fields is client specific and will be customized to reflect current indexing structures.

  • Release

    Burn images and viewing software onto secure/read only CD’s.

How do we charge?

The following are considerations that go into pricing your job. We charge for each image scanned. A one-sided document creates a single image, a two-sided document creates two images.

  • Job Size
  • File Condition
  • Metal Content (paper clips, staples, binder clips, etc.)
  • Paper Condition (excellent, good, fair, poor)
  • Paper Color (like color vs. various colors)
  • Ink or Pencil color (black ink vs. pencil)
  • Paper Size (same, different)
  • File Size (smaller file sizes = greater cost)
  • Number and length of Index Fields