Services

Quickfind: Document Preparation | Document Scanning | Microfilm, Microfiche & Aperture Scanning | Photo Scanning | Large Format & Single Sheet Scanning | Book Scanning | Mailroom Automation| Data Conversion | Data Capture | Media Duplication | Consultancy & In House Training | Document Management Software Solutions | Secure Transportation

Our Data-scan service supports Organisations to substantially reduce operating costs, improve efficiencies, have instant access to critical business information, be competitive in the marketplace, be in compliance with regulatory requirements, save money and increase profitability.

Document Preparation

To scan documents quickly and efficiently, we use state of the art production machines capable of scanning hundreds of pages per minute. In order for documents to pass through the machines at speed, they need to be prepared. This process involves removing paperclips, staples and bindings, unfolding oversized pages, repairing tears etc. Our trained operators are also able to sort, vet and remove duplicates prior to scanning.

Preparing the documents yourselves can reduce the cost. Our experienced team will work with you to establish the most agreeable method for preparation and can supply tools to make the process more efficient.

Once documents have been scanned, our full finishing services enable us to retum them to you in exactly the same condition as they were supplied.

Document Scanning

Our state-of-the-art document scanning bureau is ready and waiting to capture your documents, releasing your staff to deal with more important tasks.

We have invested heavily in equipment, training and support to be able to offer you an unparalleled range of services and can scan any type, size and volume of documents in high quality and to deadline. A variety of delivery methods and formats are available, ensuring that you will be able to quickly access the scanned image either using your own existing software, Datagroup’s easy to use viewing software — DataView an alternative provided by us or our new Web Based Retrieval Solution. All work is thoroughly checked for quality assurance before return and is guaranteed to meet your specifications.

Documents up to A3 in size are captured using high volume scanners. These machines are capable of scanning in colour or black and white at high speeds and benefit from sophisticated tools to ensure the highest quality images are produced, even from poor quality originals.

Ultrasonic double-feed detection systems ensure that no originals are overlooked and all scanners are manned continuously by trained operators who view the images on screen as they are captured. Suspect images are re-scanned until a suitable quality is achieved.
Scanned images are produced in all common formats (i.e. Tiff, Jpeg, Pdf and can then be viewed, printed and emailed from your PC using free software or exported for use in a database or document management system.

Microfilm, Microfiche & Aperture Scanning

Using our range of specialist equipment, we are able to capture any format of 16 or 35mm microfilm, cartridge, jacket or fiche. Combination fiche (mixed 16mm and 35mm images), aperture cards and COM (Computer Output to Microfilm) fiche can also be captured in large volumes.

Business documents captured from microfilm can be indexed and stored in a document management system in the same way as scans from paper documents. Drawings captured can be enhanced using cropping, de-skewing, scaling and image cleansing operations.

Whether you are migrating archive microfilm files to an electronic system, extracting data from mainframe COM fiche or scanning old films so that they can be printed out, we can help.

Photo Scanning

We scan all types of photographs. Photographs require special treatment in order to scan properly, so we begin by air-brushing away any loose dust and particles. We then use high-end commercial equipment, in the hands of experienced technicians, to scan a digital image file into our system. Throughout the scanning process, your media is kept orderly, in any groups that you have designated. It never shares the same workspace as other orders.

Large Format & Single Sheet Scanning

Our specialist large format scanners enable us to capture almost any document, regardless of size, material, thickness or state of the original.

Rotary fed document scanners can capture large volumes of drawings - in black and white or colour - in a cost effective manner. Our quality enhancement services can be used to de-skew, crop, scale and dean up poor quality originals.

If you need to edit the drawings, we can provide them back in DWG or DXF format for use in CAD systems, which is substantially quicker and less expensive than re-drawing the documents from scratch. Otherwise images can be produced in common formats for viewing on your PC such as Tiff, Jpeg or PDF or using document management software.

Book Scanning

Our book scanning facilities incorporates renowned technology for the safe and rapid scanning of bound documents and books without the need for de-binding, trimming, labeling, and rebinding.

Our Data-scan Service digitises your documents into a raw image format which can be compressed using JPEG compression. Images can be saved in full-colour, grey- scale, or binary (black and white) formats according to your requirements.

We also provide the ability to process these scanned images into industry standard document formats such as Adobe PDF or Microsoft Word. These documents can be further compressed to suit on demand access, to save file space, and to aid rapid character searching and post processing.

All books are treated professionally and and in a caring manner ensuring your precious consignment is protected throughout the scanning process

Mailroom Automation

The post room functions of a company can be a large administrative overhead and combined with an increasing move towards distributing documents/mail electronically upon receipt this can become a major problem with large capital outlays required for scanners and other IT.

Our Data-scan service can handle all of your typical incoming post room functions from receiving mail through to scanning and distribution. Many of our clients use us for mail shot responses, customer service reply paid cards, surveys or other mailing functions via a redirected P0 Box number to our offices. This takes the pressure off limited internal resources and also means that we can capture the data from the returns and publish it to you in very short timescales.
Besides mailing returns we can also handle redirected remote office mail, application forms, correspondence and all other formats to ensure that you receive your mail in a timely and cost effective manner.

Data Conversion

Data conversion is a process by which data in one format is translated into another.
In current scenario of business, data conversion has become a necessity for effective running of an organization. Our Data-scan Service has a pooi of professionals, who have extensive experience in successful data conversion. Most innovative data conversions technologies are used to convert data from one format to another.
We reproduce books, journals, periodicals, manuals, questionnaires, newspapers, books, and a variety of forms, surveys, indexes and other documents including hand written materials into electronic formats. Our low cost digital archiving & data conversion services allow libraries, and other organizations with limited budgets to digitize their archives for web publication.

We cover a wide spectrum of data conversion services including:

Data conversion from databases into any format
Text to PDF conversion
PDF to MS word
E - Book conversion
Data conversion from MS word to html
Extracting data from catalogue
PDF to Microsoft Access

Data Capture

Utilizing the latest technology, supported by our in-house programmers and quality control staff, we can key thousands of documents each day from a variety of formats.
There are only two approaches to data collection from paper forms:

To involve many people in manual data keying or
To start using automatic form input system.

Manual Indexing

Data Entry Operators usually input lists of items, numbers, or other data into computers or complete forms that appear on a computer screen. They also may manipulate existing data, edit current information, proof-read new entries into a database for accuracy. Some examples of data sources include customers’ personal information, medical records, and membership lists. Usually, this information is used internally by a company and may be reformatted before other departments or customers use it.

Forms Processing

Using an automated form input system the extracted data looks exactly like the data you get from your current manual system. But you get it faster, and the captured content is more accurate and reliably correct that is undoubtedly critical for your business. We utilize a number of different forms processing packages. We can offer conversions for both structured and unstructured forms. The performance of an automatic machine print (OCR) or handprint (ICR) recognition system depends heavily on the quality of the image. If a document contains many broken, touching or noisy character images, the processing accuracy of the forms’ recognition will degrade significantly, diminishing the chances of finding the right data from the document. Our Data-scan Service assures the highest possible image quality from the documents we scan and thus the most effective form processing

Media Duplication

Whether you are looking for software duplication, drive imaging, diagnostics, back-up & recovery, file management, or computer forensic solutions, Our Data-scan Service has the right solution for you.

This Media duplication I replication process stamps an exact replica or clone of your disc. This allows you to make multiple copies quickly and inexpensively. This service works well when you want to preserve business critical information or use for advertising purposes.

We also provide a service called Backup Your Information; we condense your collection and transfer it to a backup format. This works well for people who need to free up valuable shelf space. This service offers high-speed solutions for copying, drive formatting, data recovery, and disaster recovery. There is no minimum order.

Consultancy & In House Training

Records Management is essentially inventory control, which means knowing what you have, where it is, how to find it when you need it, retaining its integrity, when to get rid of it and ensuring at all times them remain confidential. There is always much more to the system than just putting records out of sight and out of mind.

Datagroup provides a cost effective, secure and simple solution to all aspects of Corporate Archiving and Record Management. Our experienced consulting professionals have the skills and the experience to deliver on every level of document, data and information management.
Simply phone our Call Centre on 0539146685 to arrange for one of our specialists to visit your premises and we will conduct a complete confidential audit of your records management processes. We will analyze your current procedures and identify areas that will be improved through better records management protocols. Within 48 hours of our visit you will receive a written report detailing the results of our analysis which will include specific recommendations, along with cost proposals.

What Benefits Should You Expect:

To Comply With Current Government Data Protection & Management Legislation
Rapid Response To Information Enquiries
Provide Disaster Recovery Assurance With Archival CD/DVD’s
Reduce the Cost Of Labour Through More Efficient File Retrieval Methods
Eliminate riling Errors
Reduce Expensive Space Allocated To riles By Using Our Offsite Storage Facilities
Realise The Benefits Of Reduced Paper Handling & Storage

Document Management Software Solutions

Our Data-scan service offers a wide variety of document management solutions for every business need.

There are two options to choose from:

Data-scan’s own customized Easy To Use Software Package – Data View
This user friendly software securely organizes stores and retrieves virtually any information. This Data-scan system is scalable for any size business and flexible for any industry, improving business processes and protecting information.

Out of The Box Business Solution Package:
There are a wide range of out of the box Document Management software packages Available from Datagroup which can help you address your business needs ensuring compliance, manage content, and streamline your business processes is achieved.

To find the software that is the “best fit” for your organization, you need to evaluate the various factors leading you to change your document and records management processes in the first place, such as:

Legal or regulatory compliance requirements
Standards compliance (ISO, others)
Disaster recovery provisions
Document security requirements
Replacement of current legacy document management systems
Reducing physical records storage space
Archive requirements
Workflow process improvements
Cost savings
Enabling customers and partners with "Self-Service" access to digital documents
Consolidating records from disparate systems (through mergers and acquisitions, across corporate divisions, etc.)

Our document management solutions are completely scalable, highly reliable, work across multiple departments and integrate with business applications. Infest Datagroup will take the time to address all your business needs and find the correct solution to meet those needs.

Secure Transportation

Collections and deliveries of your documents are made using our own Datagroup vehicles which are alarmed, GPS tracked and CCTV monitored. Our drivers are fully uniformed and carry photo ID. From the moment we coiled collect your data to the time it is returned we electronically track and record each stage through our integrated monitoring systems which includes CC TV CCTV surveillance and monitored door entry systems and barcode monitoring.
Return of Data
Once your data has been checked for quality assurance, we can return it to you in a variety of ways:
Your images are typically returned on CD or DVD. Typically one DVD holds around 120,000 A4 images (or 8 filing cabinets!) and a backup can be produced for offsite storage and disaster recovery.
Otherwise, images can be sent directly to your servers or loaded to a document management system for retrieval. If you require an alternative method or are still unsure, please contact us for friendly, professional advice.

Returning Your Originals
We will store your originals free of charge for 30 days following the completion of scanning. Once that time is up you have a number of options available to you.
We can simply return the documents to you and if necessary they can be reconstructed to their original state so that they look exactly the same as when they left. Often this is not required.

Products Service

Our Data-scan Service can supply specific merchandise for all your scanning needs. Choose from our selection of quality archive units and accessories for your archival needs.

Archive Units

Specifically designed robust boxes
Best for frequent file retrieval and offer the highest stacking options
Feature Fast-Fold one-step setup and secure closures.
Suitable for taking the contents of a filing cabinet drawer, straight into the archive box
Can be sealed with security seals or tape to ensure the archive box is not tampered with.
Dimensions metric L46cm x W38cm x H25.4cm)

Security Seals

Self Locking with unique barcode number
Ensures your box I container is never opened by anybody but you Security Tapes
Can be used to secure the contents of each of the boxes I containers Barcode Tracking Labels
We supply barcode tracking labels which minimizes the risk of mislaid or wrongly
labeled files or boxes.

Lever Arch Archive Box

Specifically designed robust boxes
Best for frequent file retrieval and offer the highest stacking options
Feature Fast-Fold one-step setup and secure closures.
Suitable fore box files or 6 lever arch files
Can be sealed with security seals or tape to ensure the archive box is not tampered with.
Dimensions metric L46cm x W38cm x H25.4cm)
Integral Hinged Lid Plastic Container
Specifically designed robust boxes
Best for the storage of more specialized items for example, computer equipment etc.
Feature Fast-Fold one-step setup and secure closures. Available in different dimensions.