Gnl Services

Description

Q. What is an electronic document? A. An electronic document is a document that has been scanned, or was originally created on a computer. When a piece of paper is run through a scanner it makes an electronic image of the document. Q. How would I access and use this electronic document? A. There are several possibilities for your use. 1. You can read the document on your computers monitor. 2. You can fax the documents using your computer's fax-modem. 3. You can e-mail the document. 4. You can use your printer to print the entire document, or only the pages you need. Q. What is DPI and what are the differences? A. DPI stands for dots per inch. It measures of resolution for printers & scanners. The higher the DPI, the sharper and clearer an image can be. At GNL we scan at 200 DPI for color and black & white documents. Higher or lower DPI scans can be done at customer request. Q. How much space do I need for my scans? A. Approximately 15,000 sheets of scanned 8.5x11 paper(200dpi) fit on ONE compact disk (~700MB). Color documents and photos can also be scanned to CD, but because they require more space, fewer will fit. Q. Do I need special software? A. No special software is needed. PDF documents can be viewed and printed using the free Acrobat Reader from Adobe. However, we suggest using PaperPort Deluxe document management software. PaperPort Deluxe can also read PDF files and offer many other features. Cost is $99 retail. Q. Do I need special hardware? A. A computer with a CD-ROM drive is the only thing you need. Q. Do I need special training to use the document CD? A. No special training is required. The document CD will contain folders and files in the same format as your hard drive. Navigation through electronic documents can be done using Windows Explorer. Q. What if I want another copy of my document CD later? A. We will be glad to provide additional CD copies for a nominal charge. You can order multiple copies of your CD at the time of scanning. Q. What if we lose the CD you provide to us? A. We will maintain a copy of your CD as a backup for 3 months. Q. How long will my CD last? A. The published shelf-life of CD's is up to 100 years. Q. Will you provide printed labels for my CD's and cases? A. We provides jewel cases for the CD's at no charge. However, custom-designed inserts with your company logo, etc. will cost extra. Q. What electronic formats are used for the scanned documents? A. GNL scans to a variety of formats. PDF, TIFF, JPEG, BMP, and GIF are the most popular formats. We recommend PDF for its added features. Q. Do you offer a searchable database of my documents? A. One of the reasons we recommend PaperPort Deluxe document management software is its ability to create a searchable database of all files and folders on the CD. Keywords can be added to any or all digital files before the CD is made. A searchable database is then created using the keywords and the file names. Q. Can I make changes or add notes to the scanned documents? A. You can not change the file once they are saved to the CD. However, if a file or group of files are copied from the CD to your hard drive, changes can be made. Q. What if I want to add more documents to my CD that I had made last year? A. If there is sufficient space, we can add to your existing CD. Q. What if my paper is damaged or torn? A. Papers which are damaged or torn may not be suitable for sheet-feed scanning and must be scanned on a flatbed scanner. We normally do not charge extra if a small percentage of your documents require manual scanning. After inspecting your documents, we will inform you if any price adjustments are necessary. Q. Should I buy a scanner or outsource my scanning? A. Scanning in-house requires an investment in software and hardware. You will spend time and money for training your employee(s) on the software and hardware usage. Outsourcing saves on the time and expense for setting up in-house scanning. Q. Do you return the original documents? A. We return all your paper documents. All transportation costs are paid for by the customer. Q. Do I have to prepare my documents before they can be scanned? A. If possible, all the staples and other paper fasteners should be removed from the files. The pages should all be oriented the same way (i.e.: all tops up) and facing the same way (if single-sided). On small jobs, this can be done at our office at no cost to you. However, if your project is large and requires more than 1-hour to prepare, we will include a $12/hour preparation fee. Q. How do I allow for more than one person at a time to access our scanned documents? A. If your office has a LAN (local area network) or WAN (wide area network), document CDs may be placed in CD drives that are accessible on the network. You may also get multiple copies of your archive so each key staff member or branch office has a complete set. You can also copy the files to your server's harddrives for access across your network. Q. Do you scan books, magazines or other 'bounded' documents? A.We will scan bounded documents only if you agree to allow us to cut the pages from the bindings so that they can be fed individually into the scanner.

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