At Scandoc we specialise in transforming your hard copy paper documents into easily accessible digital files. Our document scanning and data capture

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2 At Scandoc we specialise in transforming your hard copy paper documents into easily accessible digital files. Our document scanning and data capture services cover the scanning of documents, drawings, microfilm s and photographs. We also provide bulk document scanning, high volume data capture, OCR and PDF conversion to capture any form of information to electronic format. We cover the whole of the UK and are recognised as one of the leading service providers by a wide range of clients including multi-national blue chip companies, museums and public service authorities. Our services comply with the legal admissibility of scanned informed as detailed in BUS DISC PI0008. Scandoc is a scanning process developed by CDOC Ltd of Cambridge.

3 Digital Archiving Have you ever considered the cost of storing paper records in comfortable, temperature- controlled prime locations? With Scandoc you can have immediate access to your data and free-up valuable office space. Have you ever contemplated what would happen if a vital document (eg. original laboratory research, museum archive listing) went missing? With Scandoc you can control access to your data and store the original documents in a place of safety. Scandoc has allowed us to digitise our accession registers giving county-wide availability to these valuable documents. The originals are now securely stored Leicestershire Museums We scan a wide range of documents to various file formats. Each file can be digitally encrypted using our Scandoc process, with the option of indexing the contents to provide ease of searching. We would recommend Scandoc to any business for scanning from paper to electronic format. Cambridgeshire County Council

4 Our Services Document Scanning Scandoc can scan documents using Kodac and Kofax software from sizes as small as A8, to larger than A0 in a variety of document formats including JPEG, TIFF and indexable PDFs. We also offer the option to vectorise any of these digitised documents for use with vector based packages, such as Autocad. Once scanned, we employ our SHA verify utility to authenticate the files, and to identify any future tampering with the digitised documents. Final images are supplied on either CD / DVD format, or can even be supplied on a specialist Hard Drive or Memory Stick. We have the ability to use document fed, flatbed or camera based scanners to provide a complete bespoke scanning solution every time. OCR Scanning Scandoc can scan your typed text documents and provide fully word searchable and editable text documents. We commonly provide these files in the form of Microsoft Word, Excel or Adobe PDF. We offer three tiers of OCR scanning: Tier 1: Software scanning only. Tier 2: Software scanning and spell check. Tier 3: Software scanning, spell check and proof check, where a fully trained proof reader will analyse each digital document, comparing against the original hardcopy and correcting any inaccuracies. Once we finish scanning the relevant documents, we then offer the customer the choice of either: Returning the documents to the customer s site Securely shred and dispose of the documents Send the documents to storage Create space in your office, and have the information immediatley available over your entire network.

5 Our Equipment Our scanning bureau has invested in state of the art equipment to offer you a variety of beneficial services. Kodak i260 and i420 The i260 and i420 provides fast document scanning whilst still maintaining excellent definition of images. We can either use the document feeder or a flatbed to scan your documents, so you can be assured of high quality scans with a short turnaround. icam Guardian Our Guardian book handling system provides sophisticated and precise pneumatic control of pressure and speed to handle a variety of bound documents, ranging from laboratory books to fragile, brittle volumes. The book cradle is designed to accommodate a wide range of spine dimensions without stressing the binding. The scanner is fitted with a glass platen which ensures optimum focal length of each double page from the scanning camera as pages are turned. The books are illuminated by high frequency cold fluorescent flicker free diffused lighting, this makes sure that the documents are not subject to excessive heat and remain cool while being scanned. Pentacon 5000 Connected to the icam Guardian, this specialist ultra-high resolution camera is capable of up to 8192 x pixels with a colour depth of 3 x 12 bit. That is the equivalent to a 98 Megapixel camera, enabling viewing of the finest detail per image.

6 Our Values We take the highest level of care when we handle your documents. Our own personnel will collect the documents to be scanned from your premises themselves, thus making sure that once the documents leave your site, they are always within our own hands. We store documents in a fire proof Chubb safe that only our fully trained staff members have access to. These documents are handled with the upmost care and respect, with the operator wearing cotton, lint-free gloves whilst handling the documents. You can be assured that your documents will be returned to you in exactly the same condition as when we collected them from your premises. Where required, we will sign a confidentiality agreement to ensure your valuable data remains totally secure whilst in our possession. Scandoc s services have allowed us to backup our data in a secure environment which is easily accessible on our server. We trust Scandoc to provide an excellent service every time. Zyentia Ltd I found Scandoc very open to suggestions to improve the service in order to meet our needs and am pleased to report that the project was delivered to our specification and on budget. Norwich Museums

7 Case Studies Leicestershire Museums By careful use of a provision made available through Leicestershire county museum service s Open Doors project, the museums of both County and City Council s have made the information contained within 32 volumes of accession registers available across their networks and ensured compliance with SPECTRUM documentation standard. According to Debbie Richards, project manager and Registrar for the county, by scanning our accession registers we have reduced our collection backlog, a key SPECTRUM requirement, because the data is now accessible. The index system allows us to go straight from the accession number to the record of the entry. The museum can now efficiently cross-reference pre- and post- LGR entries and reconcile objects to their original provenance. Debbie Richards and Mary Hider, of Leicestershire County and Leicester City Councils, with four of the 32 registers scanned at high resolution in full colour onto a single CD by Scandoc. Mary Hider, the city s Registrar of collections added, It is a SPECTRUM requirement that the museum creates a security copy of the registers that can be held off-site. By scanning the registers to PDF files we can benefit further by giving online access to the wealth of data, which has been, up to now, locked away in a secure cabinet in one museum. The data is not only available across our network and archived regularly to CD but the irreplaceable primary resource (the ledgers date back to 1849) is better conserved as it will not need to be handled. The scanned pages can be read by standard freely available Acrobat Reader software. A particularly useful feature is the facility to zoom into a record and read not only the original entry but also later annotations. Sample scan of a ledger dating back to 1849, which is now fully digitised and indexable over a variety of networks.

8 Case Studies Norwich Castle Museum With a county the size of Norfolk to cover, giving curators access to Accession Registers was proving to be a major logistical problem. In addition, repeated handling of registers was increasing the wear on tear on these valuable documents of record. To overcome the problem Martin Warren the Collections Management Officer called on the services of Scandoc. In the initial plot it became clear that Norwich Castle Museum s registers would require careful handling. Some of the registers date back to the 19th Century and have delicate bindings. Further, many handwritten amendments had been made in inks and pencils of different colours to the original entries and often margin notes had been made which bled to the page edges. Following a visit by Martin Warren to Scandoc s premises, an action plan was agreed to put in place a system that could prepare digital records of each register without compromising the integrity of the source documents. According to Martin Warren the key benefits of having a complete digital record have been: Immediate access to all registers throughout the county for authorised users Full back-up of master files Secure storage of Accession Registers with no further handling Martin Warren of Norwich Castle Museum holding one of the museum archive registers which was scanned into digital files and then suppled back as CD s and stored on a Hard Drive.

9 Our Process Sign confidentiality agreement Collect documents from site Prepare documents for scanning Save to CD in specified folder / file format Verify Scans Scan Pure B&W Greyscale RGB colour Deliver labelled CD s Return documents Delete data from our systems Or To Site Shred & Dispose To Storage

10 Cambridge Print Solutions 1 Ronald Rolph Court Wadloes Road Cambridge, CB5 8PX T F [email protected] Scandoc and Cambridge Print Solutions are divisions of CDOC Ltd