Why Images Versus Paper?

Electronic document management has many advantages over  paper filing systems. The biggest advantages are space and retrieval time savings. By transfering thousands of pages to one single CD, you will save valuable space. Document retrieval time is cut down to seconds instead of minutes or even hours. Furthermore, more than one person can be accessing the same file at the same time. Imaged documents cannot be manipulated, altered, lost, misfiled, torn or destroyed (unless the disk itself is destroyed). They become your permanent archive records. Thousands of pages on CD can be transported in a purse or briefcase. CD's can then be stored in a small fireproof safe, protected from disaster as well as serving as a "back up" or second copy of your paper records.

There are many more advantages to digitizing your paper documents. Call us today to talk about your particular needs. An efficient solution to your filing system could be just around the bend.

It is estimated that daily, U.S. businesses produce about 234 million copies, 600 million computer printouts, and file 45 sheets of paper per employee. A typical worker spends an average of 150 hours per year looking for lost documents.

By imaging your paper files you can recoup valuable office space. Consider that one CD stores approximately 12,000 pages of information, potentially eliminating four to five file drawers.

What is the process from start to finish?

Most commonly, we first plan and design the imaging project with you so we both become confident that all your needs will be met. We answer all questions and address any concerns. Second, the documents are transported to our facility and logged in. Third, the project requirements are communicated to the staff and the work begins.

We begin by prepping the documents for the scanner, i.e. removing staples and clips, repairing torn and bent edges and counting pages for quality control. The documents are then scanned at approximately 60-70 pages per minute.

Finally, the documents are indexed either by hand or machine and reviewed by staff for quality control. The method of output is produced, a CD for example, double checked again for accuracy, then delivered to the customer. Some of our clients chose to have the paper documents destroyed after verifying the content of the CD.

File Transfer To A Server

As an output option, consider File Transfer Protocol to transfer images directly to your server. This allows information to be immediately accessible by anyone with authorized access to your server. This is a smart option when the conversion is large and the number of CD's required to hold all your images would be cumbersome. 

Storage Costs

Large Volume Conversions Welcome

DataStor is setup to accommodate large volume paper and file conversion projects. We are equipped with state of the art raid servers that provide ample storage space until your imaged documents are ready to be transferred to your choice of media. Most often, customers choose to have their product delivered as soon as we have completed enough files to fill a CD (about 650MB). Once the conversion is complete and the accuracy is verified by the customer, the images are then removed from DataStor's system.

Canofile Conversion

Data stored in the old Canofile proprietary 250 or 510 format can be converted to any number of standard formats and modern media. Please see our Canofile page.

Additional Information

• Adobe PDF and other Output formats

• Indexing by OCR or Barcode