Wide format scanning is a service beneficial for those who work in the building, engineering, utility, or city planning industries; as you’ve most likely had to draw up a fair share of A2, A1 and A0 plans and drawings.

This work is crucial to their respective professions and need to be stored and backed up for future use. What usually happens is these plans and drawings end up decaying over time and are difficult to organise in physical storage. Unfortunately, when businesses (which are often small) try to have these documents digitized, they are quoted thousands of dollars with the price of scanning per plan being $8 for an A0 drawing.

So how can we help you?

We at Data Binder are working on a process to get your wide format plans and drawings digitized for less.

Talk to us about getting your project started, please see below a list of the benefits of having your plans/drawings scanned on our wide format scanners.

· Reduce your storage costs, reduce clutter and save office space

· Ensure the safety and longevity of your documents

· Having access to digital documents anytime, anywhere, in the office or on site.

· Search for specific documents with ease as the files are indexed/searchable

How the process works?

Wide format drawings and plans are too wide for regular document scanners, so we have purchased wide format scanners capable of scanning up to A0 width and even greater length. The plans are unfolded or unrolled and are fed through the camera where the image is slowly built digitally at a high-resolution.

The scanning process is lengthy due to the level of detail and information on the sheet, the result however is a high-resolution perfect scan of the original that can stored and kept in a perfect output forever. The original document is undamaged.

Large format documents are typically scanned in color or greyscale at 300-600 DPI and saved as TIFF. Then the images undergo some auto-adjustments to improve the contrast and color. We then export the files and convert to searchable pdf.

After that, the files are indexed by specific fields of information so that they can be searched for and retrieved within a hard drive/database/the cloud.

The documents are then returned to you or shredded upon request.

You can then enjoy the many benefits that come with joining the digital age.

You can start with 1 pile or 10 or all of them.

We work at the pace you set according to your needs and budget and the cost to you is a tax deduction to your business and an investment on your future,

Contact us to discuss you project, we would love to hear from you.

DB

EDMS – Electronic Document Management System is a software package that organises and stored different types of digital documents.

It provides a way to centralise the storage of a large volume of digital documents that have been sourced in digital format, downloaded or scanned from hardcopy.

Many of these EDMS systems feature efficient ways for document retrieval. Elements of the process by which the documents are stored provide key details that will help with searching for and within electronically stored documents this is known as metadata.

This can be sorting and searching by date, name, topic or keywords such as Invoice numbers. The detailed method for organising the stored documents forms a major part of what makes an EDMS a valuable tool for an organisation that is looking to go paperless by having their hardcopy paper documents scanned.

If you do not wish to purchase an off the shelf EDMS such as TRIMM, you can easily have your own storage system by backing up your documents on a network drive, sorting into windows folders for customer/dates/areas/names and sort the pdf files accordingly within these folders.

Once the storage method is devised, a plan can be set in place for the document conversion process. This will involve the inspection of the documents and a scanning schedule is put in place to match your requirements, desired outcomes, budget and timelines.

It will be up to you to prepare the first lot of scanning, including naming conventions and order in which you want the files converted.

As each batch is scanned, files can start to be uploaded to your servers or stored in your database. These newly scanned documents are searchable, once the files are confirmed to be uploaded, the scanned documents can begin to be shredded

.

This cycle of sort – prepare – scan – name – convert – shred is continued until all your files are converted, you have then cleared some office space and ensured the safety of your documents.

Of course, this is why we are here, to help you to get organised.

DB

For Decades, one of the most cumbersome aspects of property selling was handling the mountains of paperwork that comes with all those loan and council applications.

Paper based settlements and property transfers in Victoria are now lodged via an electronic network.

NSW will join this method in July of this year.

This will eliminate the huge amount of wasted paper, documents that are stored in offices, filing cabinets and archive boxes where not many can access.

The transparency, ease of access and streamlined process will save precious time and resources and streamline this industry straight into the 21st century.

But what now? What about all those archive boxes on the shelf?

Is it prudent to join such an efficient new method and still have all those Binders lying around?

This would be the perfect time to start scanning your old documents and sort them all together into your servers an data bases.

All at once or bit by bit. This will be a cost to your business which can be a tax deduction.

Go to our CONTACT page to talk to us about how we can help.

Interesting article here: Pexa.com.au/news

Many organisations put off having their Documents scanned as they believe it to be cost and time prohibitive.

At Data Binder, we have put in place a business model and processes that have reduced our overheads and therefore we can pass these savings on to the customer.

We at Data Binder, source the work, build relationships, setup the work and do the work and check the work.

Our combined experience of 40 years in the industry makes us efficient and accurate.

The benefits of having your documents scanned are clear:

Free up valuable office spaceBe compliant with legislationEnsure the safety of yours and your customer's dataMake the search for files more efficient as scanned electronic files are searchable.Reduce clutterImprove your processes

We have a flat rate - no hidden fees - charging method that is the most competitive on the market.

WE pickup - prepare for scanning - scan - convert to searchable pdf - upload files to the cloud or USB - return or shred the documents

Why not try a FREE - NO OBLIGATION QUOTE and see for yourself.

Time to go paperless?

DB

Here are a few pieces of information to help you understand the process of turning your Harcopy documents to electronic format…

1 Filing cabinet (3 drawers) holds approximately 7500 pages.

1 Drawer of a filing cabinet is approximately 2500 pages.

1 Archive box = 1 Filing cabinet drawer.

1000 KBytes =~ 1 MegaByte;

1,000 MBytes =~ 1 GigaByte;

1,000 GBytes =~ 1 TeraByte

1 Archive box of scanned data is approximately 130 Megabytes if scanned in black & white

A PDF File is a file format designed to enable printing and viewing of documents with all their formatting (typefaces, images, layout, etc.) appearing the same regardless of what operating system is used. A PDF document should look the same on Windows, Macintosh, Linux, etc

Companies purchase scanning technology based on what they read in a brochure or see on a pamphlet. They need to test whether the scanner fits their business requirements and processing environment. Organizations should alsohave some of their operators run the scanner to test usability.

For instance, one company was interested with the idea of prepping and scanning documents in the same step, believing that this approach would reduce its number of staff. However, a real life test showed that the company would actually have to add staff and a significant number of scanners if it deployed this type of system. By conducting a test, the company avoided this misstep without incurring significant out-of-pocket expense. Proper testing will also show a scanner’s image quality: end-users can visually inspect images generated by scanner, or even run them through their downstream applications.

The good news: users are typically welcome to bring work to a vendor’s offices for a test rub. In some cases, a vendor may be willing to deliver a scanner for testing at a customer site. Alternatively you can outsource the work and save money and hassles, at least to get rid of the backlog, free up some office space and get proper advice on your scanning needs going forward.