Mumbai. Thane. Navi Mumbai. Pune. Nagpur. Ahmedabad. Noida. Delhi
Document scanning in other word is document imaging is the process of capturing paper documents and converting them to a digital format via a document scanner. Document scanning is also commonly referred to as document conversion or document imaging. At Essjay we are equipped with the latest high-speed document imaging & scanning equipment's to provide you with a fast, high quality and cost-effective documents scanning service in Mumbai… India… across world . Our document scanning service is cost efficient, it takes up very little space, and it makes organizing and retrieving files quick and easy. Our digital transformation and scanning service converts bulky paper documents into a convenient, space-saving electronic archive.
As document scanning specialists, Essjay provide comprehensive electronic archiving solutions for a wide range of public and private-sector organizations. Our scanning bureau is equipped with the latest industry-leading scanning equipment, which produces clear, high-quality digital reproductions of your documents. Our document-management scanNplus DMS software then lets you retrieve files in seconds. As document scanning specialists, Essjay provide comprehensive electronic archiving solutions for a wide range of public and private-sector organizations.
A Complete Outsourcing Document Scanning Service:
With offices in Mumbai and other Metro Politian cities in India, we can collect documents in their existing format from anywhere in India and run regular collection services from all major cities like Pune, Nagpur, Nasik, Thane, Navi Mumbai, Kalyan, Khopoli etc; . Types, Sizes and Volumes is not Matter, we can scan large backlogs of documents and make them available online or via an external media device. Whether you need archived documents to be scanned in bulk, or same-day scanning of new documents as part of your workflow, our experienced project team will work with you to meet your requirements and budget. We know the security of your data is paramount, and we ensure to take every step we can to give you peace of mind. All collections are made by our direct staffs not third-party couriers, The site is protected by 24-hour CCTV system.
How it works:
Onsite Document Scanning Service:
Our on-site scanning service is ideal to handle confidential documents that can’t send outside for the security reasons. In these instances, the entire project will be carried out on your site. We’ll install high-speed scanners and documents will be prepared, scanned, quality checked and, if required, confidentially destroyed on site. When we setup for on-site scanning at your location, our professional team will quickly and seamlessly assemble a scanning environment utilizing the same professional equipment and workstations used at our own conversion center. Depending on the scale of your project, we’ll be up and running in full production mode within a day or two.
A dedicated team consisting of a project manager, experienced scanning technicians, document preppers and other necessary personnel will report daily to your office. Our proven document imaging process and quality assurance methodology will be applied throughout the project’s entirety. If your office staff needs a document that our team is processing, it will be found, scanned and delivered rapidly. Our experienced project managers will work with you to create cost-effective solution. The entire project will be carried out on your site. Once the files are scanned and converted, retrieving documents couldn’t be quicker. Using our online portal, your scanned files are just two clicks away. You're also able to import images or electronic files directly into your own document management systems.
Scan On-Demand Scanning Services:
Our on-demand scanning service is an excellent and cost-effective way to manage documentation. On-demand scanning service works on a pay-as-you-go basis. We store your paper records in our warehouse, and if you need urgent access to a document, we convert it into a digital file and email a link straight to your desktop. The link takes you to our security-restricted online system where you can retrieve your file.
The system keeps digital conversion costs to a minimum, while giving you as much or as little access to your files as you need. As the records are securely stored off-site, you get the same space-saving benefits as you would by scanning 100% of your documents, but for a fraction of the cost. Our simple online ordering facility means a document can be retrieved, scanned and made available to you within minutes. As well as convenience, our process helps to reduce your carbon footprint by reducing lead time waiting for documents arriving in the postal system, instead the ability to access your documents within minutes. Our environmentally friendly practices can easily be implemented into your workplace procedures.
Day to Day Onsite Scanning Service:
Our on-site day to day scanning service is ideal to handle confidential documents that can’t send outside for the security reasons. the entire project will be carried out on your site. This will allow you to restrict to use outside scanning equipment's and system in your premises to handle the high security reasons. In these instance our Day-Day service is will help you to fulfill to take care of day to day business related scanning, indexing, uploading by using our document management tools. Our experienced scanning operators will attend your office on daily basis to fulfill entire digitization process under your control. Our experienced project managers will work with you to create cost-effective solution.
PDF scanning. document indexing. archiving. OCR
Document Digitization: After the conversion of the paper documents into PDF format, digitization make it easier for you to search, access, retrieve and distribute the required information. By indexing, and file conversion services using keyboarding, OCR, and double key entry techniques, helping you improve your organization's efficiency and output. We have developed quality control software that guarantees document digitization accuracy. With our 28 years of experience in document digitization service will help your organization to work in a paperless office. We consistently adhere to best practices and meet the highest compliance standards for our industry. Our team members go through rigorous checks to protect customer confidentiality.
Your paper documents can be scanned at our India facility and the images indexed and delivered in any format via E-mail, FTP, USB Disk, DVD or Cloud services. We also have personnel and equipment ready to handle on-site projects in India. Backed by professional management, an efficient team of data conversion specialists and best business practices, Essjay has a solid track record of delivering value added digitizing services. Over the years, we have grown consistently and carved a niche for ourselves as a high quality, most cost effective and efficient service provider for all scanning needs.
PDF format is widely accepted electronic format. PDF format is easy to search, access and distribute, So most of the documents scanned and converter into a PDF format. We can convert scanned files to many more in a wide range of digital formats like .TXT, .HTML, .XML, .PDF, .DOC, .XLS, .DOCX, .XLSX, .GIF, .JPEG, .TIFF, etc.
At Essjay we are equipped with the latest high-speed document imaging & scanning equipment's to provide you with a fast, high quality and cost-effective scanning service. Our OCR based PDF document scanning and conversion services are probably one of the best cost-effective services you will ever find.
We have developed automatic indexing software that guarantees your document digitization accuracy.
Document indexing is the process of associating information with a file or specific tag allowing it to be easily found and retrieved later. The Indexed information will then be programmed into a document management system, which helps users to easily access the data they require.
With our Document Indexing Services, we organize and index your data according to your required business needs. Our document index system offers many benefits for the whole business such as strategic decision making, a more productive workforce, preserving the organization's knowledge and improving the process of receiving information.
Optical Character Recognition, or OCR, is a technology that enables you to convert different types of documents, such as scanned paper documents, PDF files or images captured by a scanner into editable and searchable data. At Essjay we are equipped with the latest high-speed document imaging & scanning equipment's to provide you with a fast, high quality and cost-effective scanning service. Our optical character recognition (OCR), document scanning and indexing services are probably one of the best cost-effective services you will ever find.
We have multilingual optical character recognition capability and can clean up your OCR up to 99.999 % accuracy and convert to full searchable text format, XML. SGML. HTML or text searchable PDF format. Our experience in working on OCR for 28 years makes us proficient at utilizing the technology for scanning large documents, poor quality source materials, color pages and delivering the final output in quick turnaround time. We use a variety of OCR scanning and conversion packages, each having its own strengths for different types of documents. We can handle OCR conversion projects of any complexity and deliver results in alignment with the accuracy rate you require.
Using prime office real estate to store business records is costly. Scanning your documents frees up office space so it can be used to generate more revenue for your company. Thousands of files can be stored on a single server rather than taking up space in bulky file cabinets.
If you have important historical documents, you want to preserve them for years to come. Unfortunately, the aging process accelerates every time they’re handled. Document scanning is the “last touch” solution that lets you protect important information from physical deterioration with the added benefit of improving the legibility of old hardcopy records.
Protecting hard copy information is difficult at best. Scanned documents can be encrypted, password protected, and securely stored in the cloud. You can assign access levels to specific users and track all file activity.
Document scanning makes it easy to share documents and collaborate on projects without having to reproduce information on paper. Staff in multiple locations can access and view electronic documents simultaneously.
Compliance is a reality for most businesses. Document scanning makes it easier for your company to fulfill its legal and regulatory obligations. Digital files can be organized, indexed and produced quickly to meet the demands of even the strictest auditor.
Clutter kills productivity. Paper clutter doesn’t have to be the norm in your office. Document scanning prevents excess paper from building up in the first place so your employees can be as productive as possible.
If you have customers in more than one region, it’s hard to provide consistent customer service. Instead of having to print and mail bills, invoices statements and other items, document scanning lets you get important information to your clients much faster. Survey found it can take an average of 37 minutes to find one paper file. Document scanning streamlines file access across your organization. Files can be retrieved quickly and easily without having to leave your desk.
Paper documents are especially vulnerable to fires, floods and natural disasters. Fortunately, document scanning offers enhanced disaster recovery for your business. Digital images can be backed up to tape or hard drive or protected electronically with an e-vaulting solution.
Document scanning isn’t just good for your business; it benefits the environment as well. According to the Paperless Project, the average office worker uses 10,000 sheets of paper every year. That’s a lot of trees! And even if a mere fraction of that paper ends up in the waste stream, it causes harm to the environment. Document scanning greatly reduces your business’ paper consumption for a greener planet. Now that you know the benefits of document scanning are too good to ignore, why wait any longer?
Collection of documents for scanning for most projects is our own transport and staff. The collection is usually done with existing archive boxes, or archive boxes that we provide. Every box is labelled with a unique job and box number. The labels are kept anonymous for security reasons. We offer a FREE collection service via our secure tracked vehicles by our own staffs.
Often clients can provide us with a list of files from, for example, their HR management system. We can use this data to generate a barcode for each file. Each barcode is then placed with each file. This then keeps the files traceable; we will know what box each file is in. Each file is now a unique record in our database. This data is then used later in the process to run a 100% File Present Verification Process.
Before documents are scanned, all the staples, paper clips and bindings need to be removed. . Pages are straightened, aligned, rotated and gathered up into batches ready for the scanner. This is a very manual process and is often combined with inserting the barcodes.
The documents are now ready for scanning. We have several scanners, mainly Kodak / Fujitsu scanners ensuring highest quality images are captured. We generally use midrange document scanners. This gives us a chance to constantly monitor the quality of the output and deal with any paper jams and multi-feeds. Our operators watch every document through the scanner meaning a real time quality control process is always in effect.
Here our software systems will search for barcodes and each time the software finds a valid barcode on a scanned document, it will split the scanned file, and name the file with the barcode number. The barcode number is usually the unique record ID from our database.
The index is usually complete at this point. The barcode is linked back to the database, so we know exactly what the file is. Some projects where data is not provided in advance can be indexed from the scanned document and the database entry made at this point.
During the scanning process our operators constantly monitor the images that are being created. Our midrange scanners provide enough time for this process. Random statistical quality controls are also in place to check batches of documents, in the event of a failure, batches being rescanned.
Here we can now run queries on the scanned files that have been created and relate this data back to the original index information that was provided. Discrepancies are investigated and reported.
Most of the work that we return is PDF these days. A PDF can contain searchable OCR text, which can be searched upon, or extracted and used within a Document Management System. This is the process that OCR processes the raw scanned files and creates a searchable PDF, or a separate text file in the case of files that cannot contain text, such as TIFF or JPEG scanned files.
Every project if different. Some require a scanned document to be returned in a Windows folder structure, some will require a separate index file, such as a CSV, Excel, Access database. At this point our processes are designed for the clients specific requirements, the scanned file format, TIFF, PDF, PDF/A, and the formatting of the file names and index formats are produced at this point.
Scanned images are delivered back to you on a HDD or uploaded into either our own cloud hosted system or into your own database / EDM. Alternatively, “ScanNplus" our document management system lets you scan documents straight into our system from your site or office.
Once the documents have been scanned, digital files are returned via a password-protected disk, hard drive or securely hosted online, meaning you can access the information at any time, from anywhere in the world. If required, all data should be encrypted to AES 256 standards
Secure shredding of documents There are 2 options after scanning:
In addition to standard documents, there are a variety of specialty document
scanning services that are available. Some of the most common services include:
Bulk document scanning services helps convert large volume of paper documents into space-saving digital files.More Details
Convert Large Format paper drawings / Blue prints Drawing and plans to a smaller, digital file format, in order to save spaceMore Details
Books, Magazine, News papers scanning is the process of converting physical books and magazines into digital mediaMore Details
Essjay have plenty of experience to convert these document to digital format with out any correction and reduction in quality.More Details
Legal documents have a lot of confidential information in them, so going digital will prevent the risk of losing, misplacing, or misfiling any files.More Details
Medical Records Scanning Services help Practices, Hospitals, and Clinics add paper-based Patient Charts to Electronic Medical Record (EMR)More Details