IDEAS ON PAPER - IOP
Production Scanning

CONVERSION ANALYSIS

The following information is required for an estimate of the time and cost of scanning your information. Our charges are based on the actual number of images and processing time. The final invoice will reflect this.

Areas or items marked with ** Required are mandatory.

»»»   Fill in or check all that apply   «««

Contact Information  ** Required

Name / Company Name:
E-mail Address:
Job Completion Date:

Purpose Of Scanning Project

  • Scanning Paper to Electronic
    • For archival purposes only
    • Documents to be distributed over network
    • Documents to be distributed over Internet
    • Swipe data from forms to database
    • Process images for data key entry
    • For Printing to hard copy
    • Other explain

  • Writing Image Files to Archive Media
    • For archival purposes only
    • Documents to be distributed through duplication
    • Documents to be distributed internally
    • Re-process images from or to a non-transferable imaging system
    • Process images for data key entry
    • Other explain

  • Scanning Paper to Microfilm
    • For archival purposes only
    • Recreation of paper for disaster recovery
    • Documents to be distributed over network
    • Documents to be distributed over Internet
    • Swipe data from forms to database
    • Process images for data key entry
    • Other explain

  • Scanning Microfilm to Electronic
    • For archival purposes only
    • Documents to be distributed over network
    • Documents to be distributed over Internet
    • Swipe data from forms to database
    • Process images for data key entry
    • For printing to hard copy
    • Other explain

Document Transportation/Processing Site  ** Required

  • Documents to be delivered to us by customer
  • Documents to be picked up by us from customer
  • Documents to be scanned and processed at customer site
  • (List location of document site if we will transport or go on-site)
    Location:

After Scanning Paper Documents Are To Be:  ** Required

  • Delivered back to customer
    • With CD/Film
    • Separate Location
  • Customer to pick up
  • Off-Site Long Term Storage
  • Destroyed by us using:
    • 30 days after delivery of image
    • Simple destruction (documents by recycling company)
    • Certified destruction (documented and certified destruction by third party)

DESCRIBE ORGANIZATIONAL STRUCTURE FOR DIGITAL VOLUMES

Digital documents to be:

  • Portable Volumes
  • Run-time CD library
  • Installed on stand alone imaging system at customers site
  • Installed on network imaging system at customers site
  • Installed on document server
  • Printed to hard copy

Criteria for creating digital volumes, folders, and files  ** Required

  • Simple scan all documents as received
  • Follow drawer and/or folder structure as received
  • Include file folder structure
  • Structure according to individual document content
  • OCR scanned documents for indexing and searching
  • Bates stamp required for validation
  • Create templates and fields for indexing and searching
  • Zone OCR
  • Bar Code Indexing
  • Data Key Entry Indexing
  • Single Entry
  • Double Entry
  • Validation Database Available/Required

Level of scan and capture verification required for this job

  • Simple visual as scanned (default)
  • Advanced visual as scanned (actual resize and inspection of each image)
  • Advanced visual with validation (includes digital validation on each image)

 

RATE DOCUMENT CATEGORIES BASED ON A SCALE OF 1-10
(1 = LOWEST, 10 = HIGHEST) AND/OR LIST PERCENTAGE WHERE REQUESTED

Rate level of sensitivity of information on these documents:

  • Other Classifications
  • DOD Top Secret
  • DOD Secret
  • DOD Confidential
  • Company Confidential
  • Externally Confidential
  • Internally Confidential

Rate over-all consistency of size and shape (sizes measured in inches):

  • Maximum size and percentage of job / %
    Average size and percentage of job / %
    Minimum size and percentage of job / %

Rate consistency of orientation (portrait vs landscape):

  • Percentage of portrait orientation %
    Percentage of landscape orientation %

Rate over-all consistency of paper format:

  • Percentage of single sheet paper %
    Percentage of stapled paper %
    Percentage of paper in folders %
    Percentage of fanfold paper (requires bursting) %

Rate over-all condition of paper:   ** Required

  • Paper age %
    Paper folded or torn %
    Paper with water damage or contamination %

Rate over-all consistency of color:

  • Percentage of white paper %
    Percentage of green paper %
    Percentage of pink paper %
    Percentage of goldenrod paper %
    Percentage of yellow paper %
    Percentage of greenbar paper %
    Percentage of any other predominate color of paper %

Rate consistency of paper thickness:

Rate over-all consistency of paper type:

  • Percentage of standard paper %
    Percentage of carbonless type paper %
    Percentage of thermal (fax) paper %
    Percentage of foil or film %
    Percentage of card stock, cardboard, or non-standard media %

 

DESCRIBE PRE-SCAN PROCESSING REQUIRED

Rate amount of pre-scan prep required:

  • Average number of folders per drawer
    Average number of documents per folder
    Number of staples per folder
    Number of paper clips per folder
    Other attachments per folder (tape, glue, etc)
    Number of pre-sorts per folder
    Number of binders per drawer
    Amount of work to be replaced in original fashion %

 

DESCRIBE INFORMATION TO BE CAPTURED

Rate over-all consistency of printing and images:

  • Percentage of duplex documents %
    Percentage of standard text vs pictures and graphics %
    Percentage of non-standard text (won't OCR well) %
    Percentage of black or dark blue printing %
    Percentage of color printing and images %
    Percentage of newspaper and/or magazine material %

Rate over-all quality of printing:

  • Percentage of originals (typed or laser printed) %
    Percentage of copies and plain paper faxes %
    Percentage of fax copies (thermal) %
    Percentage of dot matrix printed material %
    Percentage of hand written documents %

 

FILE NAMING CONVENTION

  Prefix Main Suffix
Document 1
Document 2
Document 3
Document 4
Document 5

Images to be captured as:  ** Required

  • Black & white
  • Grayscale
  • Color

What resolution should images be stored at:  ** Required

  • 150 dpi
  • 200 dpi
  • 240 dpi
  • 300 dpi
  • 400 dpi
  • 600 dpi
  • Custom dpi

What file format should images be stored as:  ** Required

  • Black & White
  • Grayscale
  • Color
  • TIFF
  • JPEG
  • GIF
  • PDF
  • Other

 

FIELDS FOR TEMPLATES

Name of Template Fields:

Field Name No. of Characters OCR Index

 

SIZE AND TYPE OF DOCUMENTS

Size Type and Amount of Documents:  ** Required

Size Type How Many

 

CD PUBLISHING

Self-Running CD

  • Save Images to Readable, Self-Running CD ( copies of each )

 

ESTIMATE DOCUMENT VOLUME

List Filing Cabinets In Chart Below

No. of Cabinets Description of Cabinets Letter Legal Depth /Length (inches) Total Drawers
Vertical 2 drawer
Vertical 4 drawer
Vertical 5 drawer
Lateral 2 drawer
Lateral 3 drawer
Lateral 4 drawer
Lateral 5 drawer
BANKERS BOX® storage box
Other

  • Total number of file cabinets
    Total number of drawers
    Total number of legal size drawers
    Total number of letter size bankers boxes
    Total number of legal size bankers boxes
    Average number of files per drawer/box
    Average number of folders per file
    Percentage of total drawer capacity filled %
    Estimate number of documents above
    Estimate number of pages above

List number of bound documents:

  • Number of documents per binder (if known)
    Stacked height of bound documents
    Type of binding (permanent or removable)
    Average number of dividers (or reports) per binder
    Estimate number of documents above
    Estimate number of pages above

Provide brief written description of job detailed above:

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