Housing NSW – document scanning – reducing storage

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Document Scanning reduces storage space requirements.

HousingNSWDocument Scanning -Housing NSW were  storing over 40,000  plans.  Ongoing storage costs were significant.  At any given time it was becoming increasingly difficult for them to find a particular plan or set of documents.  They wanted a solution that reduced storage space requirements, and allowed an easy way to locate the documents they needed.

Scan Express scanned all documents and created an index to allow plans and other documents to be easily searched and found.   Plans and other documents were scanned at archival quality and the index created to suit Housing NSW needs for uploading to their database system.

www.scanexpress.com.au

Document Scanning Service

Document Scanning or Document Imaging is the process which converts paper based information to electronic images that are stored in a computer. Document imaging is an important part of doing business. Document scanning and document imaging helps to ensure that business paperwork can be saved and archived safely.

Almost all companies have a large number of documents that only exist in a paper format. Document Scanning or imaging allows an organisation to capture this paper based information and save it in a computer electronically.

The benefits:

  • Accessibility
  • Ease of access
  • Enables full text search
  • Security
  • Space savings

Document Scanning or Document Imaging form the basis of Document Management Systems and Records Management Systems.

To make scanned documents really useful they need to be indexed to allow them to be searched. This can be done by a process called Optical Character Recognition (OCR) which converts graphic images to searchable text.

Depending on the type of documents and the quality of indexing required, indexing may need to be done manually. This involves an operator viewing each document and extracting the relevant information into a spreadsheet or database. For example when scanning or imaging plans common information from each plan can be extracted such as plan and revision number, author, date and description.

Please contact us to discuss your specific requirements so that we can tailor a solution to your needs.