Data Sheet 1: DOCUMENT SCANNING

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1 Data Sheet 1: DOCUMENT SCANNING Our modern and well equipped scanning division is capable of producing extremely high quality images from your documents and drawings. We can scan any size original from business card / receipt size, up to A0. Regardless of your location in the UK we can: Uplift documents from any UK location Transport to our main facility in Norwich (or to one of our associate satellite operations around the UK) Log document ranges, or box / file contents onto computer and provide you with a listing Prepare the documents for scanning (remove documents from binders / files / folders, remove staples and clips, smooth, flatten and orient for scanning Scan to an agreed format (TIFF, PDF etc.) using our high specification Kodak scanners Quality check every single image Prepare an index or database according to your requirements Compile the images and data into whatever format you require for your retrieval needs Publish the documents online so you can view them using a secure login system Write the images to CD or DVD suitable for retrieval on your PC or network Arrange for secure destruction of the originals once you have checked and approved the work There are many major benefits of scanning business and technical documentation. Here are a few: Improved search and retrieval time resulting in more efficient use of staff time Space savings reduce building and storage costs Company network, or internet availability of your documentation reduces postage costs, travel time and possibly accommodation costs too Auditing or reference to financial and technical information can be performed over the internet, via dial-up direct to your system, or via your company network. Reduced copying and distribution costs as this can be performed digitally

2 Data Sheet 2: MICROFILM SERVICES We are one of an ever decreasing number of bureaus in the UK that still produce microfilm by traditional photographic methods (as opposed to digital microfilm). Our full range of production equipment means we are capable of producing extremely high quality microfilm images from your documents and drawings. We can microfilm any size original from business card / receipt size, up to A0. We also microfilm books and manuscripts using our specialist library cameras. Regardless of your location in the UK we can: Uplift documents from any UK location Transport to our main facility in Norwich Log document ranges, or box / file contents onto computer and provide you with a listing Prepare the documents for microfilming (remove documents from binders / files / folders, remove staples and clips, smooth, flatten and orient for filming) Microfilm to an agreed format (16mm in plain, blip, or blip with digital frame counter format, or 35mm film) Process to archival permanence (We use Kodak film which is now archivally permanent for 500 years) Quality check every single image Prepare index data for the finished format you require (Roll, cartridge, jacket, aperture card etc.) Arrange for secure destruction of the originals once you have checked and approved the work There are STILL many major benefits to microfilming business and technical documentation. Here are a few: Independent of advances in computer technology (As a photographic medium it is always readable) New microfilm can subsequently be scanned to provide a digital image for incorporation into a document management system (as the original film remains intact, it is still technology independent) Existing microfilm repositories can also be scanned to create digital files of previously archived documents Space savings reduce building and storage costs Archival permanence (Up to 500 years for the modern Kodak film we use) Admissible as evidence in court (Particularly if roll film formats are certified by us at the time of filming) Auditing or reference to financial and technical information can be performed away from site Reduced copying and distribution costs as duplication is relatively inexpensive

3 Data Sheet 3: CONSULTANCY SERVICES Our experience in the microfilm, document management and information management industries, ideally place us in a position where we can advise you on many aspects of these business areas. We also have considerable project management and data management skills and experience. This means that we can specify and manage complex data migration, as well as oversee projects and retain control on your behalf. Regardless of your location we can provide you with consultancy services on an hourly, daily or weekly basis. Our general microfilm, document management and information management consultancy activities consist of: System, process and work practice evaluation and recommendations for all aspects of your business Retention policy advice and implementation Analysis, design, implementation and maintenance of document management and information systems Technical authoring of training and user manuals Training of system administrators, managers, key operators and end user staff members Periodic system, process or working practice evaluation, proposals for improvement, upgrade, development Integration with other systems (for example SAP or Oracle / SQL based applications) Print management requirements evaluation, proposal and implementation Facility management of microfilm or scanning activity Project management (PM) consultancy activities consist of (but are not restricted to): Implementation of online document storage projects PM of any size document or information management system PM of technology migration (microfilm to digital for example) PM of transition from microfilm to digital Liaison with your software vendor to ensure smooth transition and data loading Evaluation and specification of software requirements for storage and retrieval Database requirements evaluation, specification, design, build, implementation and loading Data migration, including validation and verification (data cleaning prior to loading) Evaluation and specification for data capture (form processing, data keystroking)

4 Data Sheet 4: DOCUMENT MANAGEMENT CONSULTANCY SERVICES With over 20 years experience in the world of document scanning, data capture and microfilm services, we are well placed to provide any organisation with advice and guidance on anything relating to Electronic Document Management (EDM). We can provide independent Advice and guidance on: Appropriate document scanners to suit you requirements, for your needs, (not just the manufacturers representative) Relevant software required to drive the scanners. We can assess your requirement and advise if we consider alternative software is appropriate. (Not many companies realise that specific software exists to work with different scanners (other than the scanner manufacturers software)) Data Capture software, where a myriad of choices exist! We are familiar with all the buzz phrases and the acronyms used by software vendors. (Which in our opinion confuse rather than help.) Technology Refresh. You may already have a document management solution in your company, but when did you buy it and how up to date is it? We can tell you how productive it is, and if a technology refresh will help you. Electronic Document Management (EDM) software. Many applications exist, and all purport to provide you with all you need. All have different licensing models. In-House and outsourced services. We offer managed in-house services, where we set up a scanning department in your mailroom. We can staff and manage this on your behalf, or alternatively you can outsource your scanning to our bureau. Legal admissibility of scanned images (BIP 0008). Do you know what it is? Do you comply? Can you comply? We can help. Document retention policies and review. Many companies do not have a policy in place. We can advise and help implement a policy, which can cover from the moment a document enters your company, to the moment it is destroyed.

5 Data Sheet 5: ONLINE DOCUMENT STORAGE Secure internet storage of live and archive business information is very cost effective. There are substantial gains to be made by storing information in this way. Regardless of your location we can manage your document and data online. This can be from images we have scanned for you, or from files you already have stored on your network or CD s from your scan vendor. The general facts about online document storage management are: Secure storage of images and other files with high security protocols protecting your data (128 bit SSL) Access to information 24 hours a day, 7 days week, all year round (with full Disaster Recovery) Browser based retrieval from any internet enabled Windows PC As a distribution method the cost savings are enormous as there is no duplication or logistical cost Administrator users define which areas authorised users have access to and what data they see Security protocols are the same as those used by banks and other financial institutions Using special file viewers even some of the more obscure files can be viewed from the web browser Statistical analysis of access to data and information types is available Multiple applications can be provided to cater for differing departmental requirements Applications can be customised with your companies corporate identity A management fee means you know exactly what costs are per annum, therefore easier to budget Online management of documents can apply to many document types. Some suggestions are: Contract documentation Purchase or sales invoices Calculations, estimates or other technical information required by a geographically wide-spread staff community Technical publications Standards or specifications Reports, timesheets, HR documents

6 Data Sheet 6: DOCUMENT MANAGEMENT & RETRIEVAL SOFTWARE Once you have your data and images captured into a database and scanned image files, you need to store and retrieve the data easily and efficiently. Software can take several forms, and each is designed for different types of access from different locations. Regardless of your location we can provide you with software to store and retrieve your documents and data. The software can be loaded with images we have scanned for you, or from files you already have stored on your network or CD s from your scan vendor. The main types of storage and retrieval software are: Browser based (where images and data are retrieved either online, or via your company network) Windows based (the software looks like a typical Windows application) Integrated (where access is provided either directly through an application such as MS Office or Windows Explorer (not Internet Explorer), or perhaps via an application such as SAP or Oracle Financials where a call is made to the repository and the image presented on-screen as part of the parent application) There are several user types to consider when implementing storage and retrieval software: Basic or casual user (occasional access required for read-only reference) Intermediate user (more frequent user, but still read-only) Advanced user (has the capability to manipulate data, or mark-up / annotate images) Power user (can add, delete or modify data and images) Administrator user (the overall commander of the system who can set up user rights of access, passwords, and application access) When you are deciding on the best software solution, we will provide the following assistance: Initial assessment of requirements Propose the best fit for your particular needs Provide a functional specification based on information acquired from you and your staff Customise the application and user interface to your requirements

7 Data Sheet 7: MEDIA SCANNING Regardless of your location we can provide you with our media scanning service. The originals can be photographs, transparencies, negatives, cine film and even glass plates. The media can be positive or negative, and in either black & white or colour. The quality range is dependent on the size and quality of the original, and we can go up to 12,800 dots per inch (usually reserved for only the smallest film originals such as 8mm cine frames.) The range of media we can scan covers: FILM Cine camera film (from 8mm Standard, Super or even Single 8 through 9.5mm, 16mm and 35mm. We can also scan 70mm film frames) Still Camera film (16mm (Minox), 110, 126, APS, 35mm, ALL roll film formats, sheet film up to 10 x 8 ) Negatives, transparencies and glass plates (up to 10 x 8 in size) VIDEO Video frames and sequences can be captured from: analogue video cameras with RGB output digital video camera with RGB, USB 2.0 or Firewire output VHS and Mini-DV tape Note: this is frame-by-frame capture and not suitable for MPEG or other digital movie formats unless edited into a package such as MS Movie Maker or Adobe Premier. The output from these scans can be used for: Digital photo manipulation, album compilation, and animated GIF creation for web design Short film sequences for web or multimedia design Providing a safe, secure and easily managed reproduction of hard-copy originals DIGITAL CAMERA CARDS All of the main digital still camera data cards can be read by our multi-card reader. This means we can copy your images to CD, or to another data card.

8 Data Sheet 8: SECURE DOCUMENT STORAGE Secure document storage of live and archive business information is very cost effective. There are substantial gains to be made by storing information in this way. Regardless of your location we can manage your documents and media. By media we mean that you can also store microfilm (masters & duplicates), photographic film and transparencies, and computer media of all types. The general details about secure document storage management at Copydata are: Secure storage within a fire-proof steel shuttered building Fire and movement monitor alarms in all areas, which are connected to a control centre manned 24 x 365 Complete index of everything held in our repository (Right down to document level) Your fire safe, filing cabinets or microfilm cabinets can be stored intact (Maintaining integrity of content) Prompt retrieval and delivery of your information (Based on whatever Service Level you require) Scheduled pickups and delivery can be arranged within your agree service level Inspection room for authorised users / viewers of your data (e.g. staff, auditors, engineers etc.) Statistical analysis of volumes of data and media stored Statistical analysis of data accessed, and the information types retrieved Pool facility available so you can pre-book storage space and work within a budget Information movement is recorded in detail, and the administration system can be customised with your company corporate identity Secure management of documents can apply to many document and media types. Some suggestions are: Contract documentation including drawings and plans Purchase or sales invoices Manufacturing, process or other work related documents Meeting minutes and other important historical company information Calculations, estimates, standards, procedures or other technical information Technical specifications retained for information, traceability and accountability Reports, timesheets, HR documents Microfilm and other photographic based media as well as computer disks, tapes and cartridges

9 Data Sheet 9: BESPOKE SOFTWARE Once you have your data and images captured, you may well want to access them via software that looks like your corporate style, or perhaps you may want the software to perform something different to the norm. Many organisations also have a requirement to integrate their document management retrieval software with other packages such as accounts, maintenance, or others. Regardless of your location we can provide you with a bespoke software service to further enhance the functionality of your chosen retrieval software. Broadly speaking, bespoke software or customisation of existing software could consist of: Customised browser based software, where the core functions are accessed via HTML / Java Corporate look and feel of Windows software applied to existing applications Integration with other software via ODBC, API or SDK (Software Development Kit) if there is one Mainstream integration with very large systems such as SAP, Oracle Financials, Cimage, Documentum etc. Additional functionality such as login screens, software access control, auditing and traceability Some examples of situations where bespoke functionality works well: Adding login and program control to simple retrieval software packages Timer control of limited licence software to allow broader usage Workflow or routing functionality added where non previously existed Background timer processes to allow certain things to happen with a predefined schedule Traceability and accountability of login and usage (useful where departments share licencing costs) The complete service will provide you with: Analysis and design documentation including a full specification Source code and installation notes to aid future maintenance of the package by your own IT department Notes on third party integration work, including interface guidance User Guide authored to an extremely high standard Help files and Quick Start guides

10 Data Sheet 10: HARDWARE SUPPLY & MAINTENANCE Equipment supply is a service we provide via partnering arrangements with major suppliers. We can perform technology assessments of your existing equipment and or recommend new (or second user) equipment. Regardless of your location we can provide you with equipment and support services for BOTH new and second user equipment. In this way we can adapt our proposals to suit your budget and volume of useage. The hardware we supply mainly consists of (but is not restricted to): A4 / A3 scanners of all makes and volumes of throughput (flatbed and rotary) A0 scanners from low volume to high quality A0 scanner / plotter / printer units Microfilm equipment of all types Low and high volume microfilm scanners for 16mm and 35mm A4 or A3 microfilm readers and reader / printers for fiche, roll, cartridge and aperture cards Maintenance is very important not just for peace of mind, but also from the business criticality perspective. To that end, we only team up with specialists who will provide you with engineers with the correct training to suit your equipment and to fit in with your required levels of service. A huge plus is that Copydata let you deal direct with the maintenance or service provider. In this way you have a clear line of communication when something goes wrong. The range of maintenance services consists of (but is not restricted to): Single point of contact direct with the support provider Annual contracts with varying levels of complexity to suit your business model Preventative maintenance to ensure smooth operation of your equipment Fast, efficient and knowledgeable service engineers Fully trained personnel with the correct range of equipment to serve you

11 Data Sheet 11: CONSUMABLE SUPPLIES Consumable supply is a service we provide via partnering arrangements with major suppliers. We can perform costing assessments against your existing equipment and are in a position to offer call-off contracts or bulk buy deals for a variety of consumables you may require. This is a nationwide service, and we can provide you with consumables for (but not restricted to): A4 / A3 scanners of all makes (lamps, glass flats, accessories) Large format scanner / plotters (paper, film, toner, lamps etc.) A4 / A3 microfilm readers and reader / printers (paper, toner, cartridges, lamps, cleaning kits) We also supply specialist microfilm consumables and accessories such as: Silver halide film Duplicating film (silver and diazo) Jackets & aperture cards in all formats Jackets mounted on computer stationary Developer, fixer and other chemicals Storage cabinets, books, drawer inserts, media safes and fire safes Rotary / lektriever accessories Specialist microfilm retrieval media (Retrix) If you have a particular requirement that is not listed above, please call us for a quotation. If you have the following information to hand when you call, it would be very helpful: Make, model and approximate year of manufacture of the equipment Cartridge, lamp or part serial number if available Thickness and / or length of film stock required Colour of jacket stripe or aperture card Special feature of jacket or aperture card (e.g. cut corner bottom left) IF IN DOUBT PLEASE ASK US. We are always willing to help.

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