Scanning

The requirement for high volume back file conversion services has become a priority for many organizations with wider availability of information being part of the standard business methods either on internal systems or via the internet.

Bulk Document Scanning is not like most scanning projects, where one or two files need to be captured at a time, and therefore usually calls for a different approach. The key to scanning significant amounts of paper is to ensure that there is a repeatable, high quality process in place to ensure that all of the documents are scanned and indexed accurately so that they can be retrieved when needed. This often takes not only high speed scanning equipment, but also a very specialized process involving teams of people who each specialize in sectors of the document scanning process.

The document scanning process starts with the preparation of the documents which have been boxed and collected by our secure transport fleet. Cosmo Graphis have a team of preparation specialists who pull staples and sort through boxes to ensure that your documents are cared for, sorted, and classified correctly so that you can find your content when you need it.

To ensure that capturing tens of thousands of pages per day is feasible, our operation is engineered for high volume scanning using the latest scanning machines to ensure the best possible image quality.

Documents must then be accurately indexed to ensure that files can be found when searched and our team of dedicated index operators ensure the correct indices are used. At the same time quality control tests are being undertaken to ensure that the quality of the images are as good if not better than the original.

Cosmo Graphis provide a comprehensive bulk scanning service for numerous applications including:-

Medical Records; H R Files; Project Files; Pension Records; Proof of Delivery; Chemical Formulations; Payroll; Correspondence Files

Our scanning capabilities include:

• Service provision throughout the UK
• Employment of the latest scanning technology
• On site scanning for specialist projects
• Colour scanning
• Full data capture service for indexing
• Database matching
• Output to CD.DVD and all standard media formats
• Output to all file formats including TIFF;JPEG and PDF
• All images meet BIP:008:2004

Cosmo Graphis provides a full large format scanning service to cover the following documents and formats:

Scanning of documents up to 600dpi including :

• Engineering Drawings
• Plans
• Maps
• Site surveys
• Building Control Documents
• Architects’ Plans

Colour Scanning

Book Scanning up to A2

Output to all standard file formats including:

• Group 4 TIFF
• JPEG
• PDF

CG Gold is a document management system that provides its users with a quick and easy way to access documents. Any digital computer file can be stored, retrieved and viewed in CG Gold. The built-in security access control system provides control over users access to documents and what they can do with the retrieved image.

The recent edition of AES256 encryption in CG Gold version 10 provides for the secure storage and transportation of sensitive information.

The software can be integrated with Microsoft Office products to enable the user to add any office file to a CG Gold document set.

The software provides full image manipulation features on a retrieved document and, subject to users security permissions, allows documents to be printed, faxed, emailed or saved as a file.

The auto update feature provides a quick and easy method of adding newly scanned batches of images to the system.

When integrated with the transfer of data via the Internet, the auto update feature can provide a seamless method that requires no manual intervention by the client.

Whilst documents are at the Cosmo Graphis Imaging Data Processing Centre, we can provide a scanned or fax copy of any image required, within a few hours.

The Company is familiar with proprietary management systems and is familiar with organising and importing information into these systems.