FAQs - Data Management / JSR Business Services

+ What is document scanning?

Document scanning is the process of using a scanner or imaging equipment to convert your paper or physical document formats into digital images. The images can then be stored and indexed into a digital archive suitable for your needs. The digital files are fully searchable.

+ Why do organizations scan?

The key reason that organizations scan their documents is to improve their search-ability. When you put business documents in a file cabinet, warehouse, or off-site storage, they are forgotten or lost. Scanning makes it easier for employees to quickly locate and access documents instead of wasting time searching for or recreating the ones that go missing. Storage space is costly. Paper is vulnerable to disaster. Disaster prevention is another reason to store your files digitally.

+ Why should I store my documents digitally?

When you scan your documents, you eliminate the need for physical paper storage, which means no more file cabinets, file folders, filing processes, or the associated staff to manage it all. Scanning also allows you to reclaim valuable office space. Paper requires a lot of physical storage, mainly in file cabinets.

+ What if I don't have a Document Management Solution?

JSR can help your business create a custom solution that meets your needs to manage the digital files once the paper is scanned. JSR has setup complex servers and cloud based storage systems for businesses. It is a matter of determining what is best for your businesses needs.

+ What if my company already has a document management solution?

Your documents can be delivered via SFTP (Secure File Transfer Protocol) so that the images and their indexes may be loaded into your Document Management solution. We have many ways to transfer the digital files to your business securely and efficiently. WE can integrate our process to work with your existing systems for a seemless user experience.

+ How does scanning provide security and disaster recovery?

A paper-based filing system leaves your documents susceptible to being misplaced, lost, stolen or destroyed from fire or water damage. When you convert your paper documents to digital, you’re getting a layer of security unmatched by paper. Scanning helps you manage your policies for compliance and record retention. Besides, you never know when a disaster could hit so why take the risk? You always need a back-up plan when it comes to critical data. Scanning your documents can help you prevent data loss and keep your documents safe from disaster.

+ Why outsource scanning when I can buy a scanner and do it myself?

If you have a small number of documents you could certainly do it on your own with a desktop scanner. But, if you have a large volume of documents (hundreds to thousands), it’s best to outsource your scanning project to document scanning specialists like JSR. We use state-of-the-art high-speed scanners to produce outstanding images and our certified scanning specialists perform quality checks at every step. This allows us to turn your scanning project around quickly and accurately. If you did it yourself, you’d have to deal with the hassles of purchasing and maintaining the equipment, training your staff, and managing the entire process to make sure your project stays on course and within budget. In the end, outsourcing is generally far less costly and of better quality than bringing it in-house and doing it yourself.

+ What are document indexes and how are they applied?

Indexes are unique labels or tags that help you find a document you need later. When searched, indexes make instant retrieval of a document possible. Once your documents have been scanned, the file name of each document can be saved with indexes that you define. Searching by index allows you to retrieve the relevant document you need from among hundreds of other documents in seconds. For example, a typical index for accounting might be the invoice number or vendor name. Indexes can be applied automatically through a manifest and barcode or through data entry by a specialist.

+ What is a manifest?

A manifest can be used to identify all of the file folders and/or documents in your file box. A manifest may simply be an excel spreadsheet listing all the files in a box. It is a great way to keep track of what will be scanned and may even be used to generate bar-codes for creation of indexes that you can use for searching later.

+ What types of documents can JSR scan?

Paper documents of any kind can be scanned from small sizes like receipts or business cards, to large sizes like engineering drawings or well logs. We also can scan specialty formats like Microfilm and Aperture cards. And for all those items that are unable to be scanned but still need to be preserved digitally, we can use our Archival Photography techniques to capture high resolution images of your unique data types.

+ What is OCR?

Optical Character Recognition (OCR) extracts every text word from your paper documents and stores it as data that can later be searched. OCR is used to create a searchable PDF.

+ Can you scan handwritten documents?

Handwritten documents can be scanned as easily as typed text. Optical Character Recognition (OCR) is not typically used for hand-written documents. Handwritten documents use indexes for searching which is the best way to find your documents. Although we have special software to make handwriting searchable as well. The accuracy of CHR is less than OCR.

+ What file formats can my images be saved as?

We can scan your documents and save them to searchable PDF’s or TIFF images. TIFF is often used if you are viewing images in a document management system whereas searchable PDF is used when you are keeping the images on a disk or network drive. PDF is the standard we reccomend for typical file types.

+ How secure is the facility where my documents will be scanned?

JSR is highly committed to secure processing and protection of information. Access to JSR’s facilities is strictly controlled in every room with only authorized employees accessing the data center rooms. There are dedicated secure rooms to manage sensitive data and biohazard rooms protecting against biochemical concerns. JSR associates go through an extensive criminal background check, and participate in our periodic and pre-employment drug screening program. All JSR employees undergo extensive training on security practices and all sign confidentiality and Non-Disclosure agreements.

+ I don't want my documents to leave my office but I cannot scan them. Can the scanning be done on-site?

JSR can provide scanning at your location or at our facility. The choice is yours.

+ What if my documents have staples, wrinkles or tears? Do I need to do anything?

Preparation for scanning can be done by JSR specialists. The JSR team will remove staples, paper clips, binder clips, post-it notes, and do triage or repair of torn documents for scanning. Depending on the extent of wrinkles or tears the scanning specialist will choose to use an automated feeder or will place the documents directly on the glass for scanning.

+ Will I be able to perform a search on my document images?

Everything we digitize will be searchable. There are multiple ways that your digital files may be searched. Searching is performed by the document indexes. Indexes are saved in the file name or the indexes can be stored as separate file. A separate file is typically used to load the indexes and images into a document management or departmental solution. Searching may also include content searches if the images are stored as searchable PDF.

+ What is the image quality going to be?

The image quality depends on the Dots Per Inch (DPI). The higher the number, the better the results. Most scanning is done at 200 or 300 DPI.

+ Can you scan to color?

Yes, however,color images take up coonsiderably more storage space so we reccomend scanning in color only if it is needed. Some clients prefer we use our automatic color detection so that anything scanned will retain its original output and save on space when there is no color by storing it as a Black and White or Grayscale page. This is all determined before we begin scanning by the client. By default, scanning is done in black & white which meets the vast majority of your needs. We will create custom settings for your project based on our initial consultation. We work closely with the project lead to ensure your end digital files are exactly what you want.

+ How will I be involved in my scanning project?

From the beginning until the end. We want to make sure that you are satisfied with the quality of our scanning services. Upon scanning your first box of documents, we’ll ask you to review them. JSR allows you to view the images and participate during the scanning process, not just at the end when it’s done. Throughout your scanning project, if questions arise, we will ask you to provide input.

+ What happens if I need one of my documents while you are scanning it?

JSR will allow you to request your document through a “Document Pull” process. You can tell us the document you need and we can scan it and send you a secure link so that it will be immediately accessible to you.

+ Will I get my original, physical documents back?

If you want them back, we can return them to you. However, the majority of our clients prefer to have us to shred their documents for them. Your documents will be returned or shredded once you have reviewed and approved the scanned documents.

+ What are the costs? How do you determine pricing?

JSR has unique box pricing or hourly rates depending on the variety of documents within your projects. We’ll consult with you on what you need such as indexing or returning your box and from that we’ll determine your box price. We’ll then be able to give you a fixed price based on the number of boxes you give us or based on an estimate of time to complete your project.

+ Can you collect and scan documents as they come in from postal mail?

Absolutely. JSR handles day-forward scanning for many organizations. Clients use a JSR post office box where documents are picked up for scanning every day. This is a great, convenient service when you have a ton of documents that come in daily.

+ What type of quality control is used in scanning?

Not all scanning vendors provide the same types of quality checks so be sure to do your homework and ask lots of questions. Quality control begins with the inspection and identification of everything in your box. The documents should be prepared for scanning by physically removing paper clips, staples and more as well as the insertion of bar-code separator sheets that will be used during scanning. Scan specialists should visually inspect a high percentage, if not all, of the documents that are being scanned. Next, a percentage of the scanned work should be routed to another person for an additional quality control check. Make sure you know the process the scanning vendor you work with employs – or you may not be happy with the end result.

+ Do you retain my physical documents?

JSR will retain your documents for 30 days after they are delivered to you in a final format. This gives you the time to preview them and make sure they are to your satisfaction. After the retention period, we can shred your documents or return them to you.