Document Scanning
Mathison’s Extensive Capabilities
Mathison’s extensive suite of scanning & imaging services enables you to create digital archives from a wide variety of formats.
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Paper Documents
- Black & White
- Color
- Any size up to 50" wide & 1/2" thick
Bound books up to 17" X 24" page size
Microfilm, Microfiche, Aperture Cards
35MM Slides
Indexing, OCR (Optical Character Recognition)
Digital file storage on DVD, CD, or other desired medium
Document destruction |
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Searching & Indexing!
We can help you design a database to meet your needs. Or, we can adopt your current indexing & file structure to fit in with other digital records. |
Quality
We identify your requirements up front to ensure that the final imaging and archiving meet your needs and quality expectations in a file format that fits your digital environment.
Why Digitally Image & Archive?
Reduce significant costs of storing paper files. Digitizing critical documents significantly streamlines your business without compromising your access to these records.
Reduce costs of searching and locating paper records. Indexing scanned images can make retrieving records incredibly easy and can be tied in with your existing databases and digital records.
Protect your important records, archives, and history. Be assured that if a disaster strikes, your important records are digitally preserved and secure.
Security Guarantee
Mathison’s guarantees the security of your most sensitive documents and Mathison’s is licensed, bonded and insured.
To learn more or to obtain a quote,
e-mail info@mathisons.com or call 800.437.4744.
Frequently Asked Questions
What is an electronic Document?
An electronic document is a digital picture of the original paper document.
How would I access and use this electronic document?
There are several possibilities for your use:
- You can read the document on your computer monitor
- You can fax the documents using your computers fax-modem or network.
- With internet access, you can e-mail the document
- Using OCR (optical character recognition) your documents can be converted into editable text for use with word processing and spreadsheet software.
- You can use your printer to print the entire document, or only the pages you need at that time.
Why do we store documents on CD or DVD?
CD-R media has a longer shelf life, wider support, fast random access to files, cannot be erased or altered, and is non-proprietary. DVD media offers large volume document image storage, but is still a new technology and has not been standardized to provide the nearly universal access to your documents that is possible with CD’s. Not all customized DVD disks are usable in all DVD players. CD-R is the recommended media.
How many documents fit on one CD?
Approximately 15,000 sheets of scanned 8.5x11 paper fit on one CD. (black & white)
A DVD can hold 100,000 – 150,000 similar pages.
What if I want to add more documents to the CD that I had made last year?
We can always add to your database. If there is sufficient room, we can add to your existing document CD, or burn new copies. (Databases can span multiple CD’s)
What if I want another copy of my document CD later?
We can make multiple copies anytime as long as your CD is still in readable condition. You can also have us store a copy of your CD for off-site disaster recovery and CD duplication at a later date.
How long will a CD or DVD last?
Among the manufacturers that have done testing, there is consensus that, under recommended storage conditions, CD-R, DVD-R, and DVD+R discs should have a life expectancy of 100 to 200 years or more; CD-RW, DVD-RW, DVD+RW, and DVD-RAM discs should have a life expectancy of 25 years or more.
How do I make my documents “scan ready”?
“Scan Ready” means all the staples and other paper fasteners have been removed from the files and the pages are not excessively wrinkled, torn or otherwise damaged. The pages are all oriented the same way (i.e.: all tops up) and facing the same way (if single sided). If the pages are of odd or mixed size, charges may apply for extra processing. The files should also be separated and labeled in a way that is logical to how you would store and access them normally. We will assign a file name based on the label on the physical folder, unless some other naming scheme has been planned (database creation worksheet).
What file format are the scanned pages?
The default formats we recommend are Tiff or Adobe PDF for most document storage applications due to its wide support by software developers, small file size and ability to store multi-page documents in one file.
Do you OCR documents and can you convert the scanned files into Microsoft Word format?
We do offer conversion of paper documents to editable file formats. Accuracy is entirely dependent on the quality of the original – the average accuracy with a high quality original is 95%. A document produced on a laser printer or printing press with standard fonts on white paper is considered a high quality original. Photocopies, low resolution printouts, documents with non-standard fonts such as script, and documents with poor contrast due to similar colors of paper and ink, are all considered low-quality for the purposes of OCR and will probably require extensive manual processing to improve accuracy.
Do you offer a searchable database of my documents?
A searchable database will be supplied based on the database creation worksheet. The creation of a searchable database of document content is also called “indexing”.
Do you return the original documents?
By default we will return your paper documents. We offer document destruction services up receiving a signed released.