Vancouver office: 1.604.872.6771 

Category Archive: High Volume Scanning

  1. Document Digitization: Experience + Innovation = Expertise

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    Clients who patronize a document digitization, image scanning, and data capture bureau like Micro Com Systems (MCS) expect the work to be on point. After all, many organizations could manage most of these jobs in-house, but sometimes scale or special requirements warrant a professional touch.

    As a firm that specializes in document imaging, Micro Com has become very good at replicating images with impeccable quality. And many organizations are quite happy to pay for the work they would rather not do.

    But while all of MCS’s clients have paper or microforms to scan, very few jobs can be processed in exactly the same fashion. For example, a recent client had a number of large format plans that were interfiled with regular letter and legal sized documents. And the customer required the final scanned images to mimic the original paper files exactly.

    This meant the large format and letter/legal documents first needed to be separated and then scanned on different platforms. Then they needed to be earmarked with placeholder targets by hand so the pages could be correctly assembled post scanning.

    Anticipating that this could be the first of many similar jobs, the team at Micro Com Systems put their heads together for a solution to streamline the process. Staying on top of emerging trends in hardware and software is incredibly important in the scanning industry. As a result, the team was able to leverage their knowledge and create an application using Microsoft Ink.

    The application allowed them to generate placeholder targets using a special stylus and tablet. The data from these forms were stored in a database, which subsequently printed a new generation of targets that allow the separate work streams to be combined electronically.

    Because of this, subsequent jobs with similar requirements can now be performed easily, without piling on considerable costs for time and labour.

    While customers may not appreciate the subtleties of how individual jobs are processed, they always appreciate high-quality work that is delivered on time and on budget. In short,  as a  document digitization, image scanning, and data capture bureau, Micro Com knows how to innovate to meet the needs of different clients. It’s how they can ensure people get the documents they need, exactly the way they need them.

  2. The Scanning Room Floor: Double-sided Automated Feed Scanning, by guest blogger Jay Phoenix

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    Rapid Double-sided Document Automated Feed Scanner!

    Rapid Double-sided Document Automated Feed Scanner!

    RAPID DOUBLE-SIDED DOCUMENT AUTOMATED FEED SCANNER!

    Hi, I’m Mr. M. Com, president and CEO of Micro Com’s Rapid Double-sided Document Automated Feed Scanner Emporium and Warehouse. Thanks to a veteran staff, we’re currently cranking out digitized documents at the speed of light on our Rapid Double-sided Document Automated Feed Scanners, and we’re looking to pass the savings on to YOUUUUUUUU! Impress new clients of your business. WOW your boss at your next meeting. Consolidate your clutter. Protect your files. Confuse your file room clerk. Salaryman? Surf a secure server. Burn down that stuffy warehouse or just toss out those paperweights. Whatever your Rapid Double-sided Document Automated Feed Scanner needs are! So call us now at Micro Com’s Rapid Double-sided Document Automated Feed Scanner Emporium and Warehouse.

    Jokes aside

    Jokes aside, Micro Com Systems is home to real industry veterans – some that have been with the company since the beginning of time. They ate dinosaurs for breakfast. Alright, so let’s not throw all humour out the window. Micro Com’s diligent scanning division can be separated into three distinct sections amidst the hullabaloo of the production floor: Paper Document, Large Format, and Microfilm. So weigh anchor and hoist the mainsail. We’re about to set sail on a whirlwind tour of the action, starting with the scanning room floor.

    Scanning operations at our Vancouver location

    Ground level – proper preparation of your documents. Step right up. See the amazing Micro-Machines that give the Sailor Scouts a run for their money with teamwork, determination, and skill, with more flair and style than Tuxedo Mask. Every sheet of paper passes through the hands of our experienced preppers. They wade through the Sea of Internal Office Memo and scale Triplicate Peaks on a daily basis. Each and every document is handled with due care and attention, and specially prepared for the least impact during scanning, especially documents of a more fragile than the skin of an onion. MCS ensures they may live long and prosper before parting ways.

    Archival Book Scanning & Digitizing Service

    Worried about the wear and tear on sensitive and fragile documents during the digitization process? Worry no longer. Peace of mind is ‘The Priestly’ of Micro Com. You have a project, Micro Com will find a way to bring it to fruition. But it’s not all about shucking paperclips and staples. Life moves pretty fast, and if you’re not careful, you’ll miss it while drowning poorly maintained file rooms. MCS’s preppers organize documents into a coherent system prior to scanning for ease of navigation once converted to a digital medium, instead of a jumble of documents thrown into a folder with a label slapped on the cover. After documents have undergone the careful scrutiny of the meticulous preppers, several methods of scanning are utilized based on individual needs. Different strokes for different folks, whether that be paper, microfilm, aperture cards, slides, or even negatives. You have it. MCS scans it. Delicate materials? Our scrupulous scanner technicians work with a variety of scanners to find the best solution. Like a high resolution book scanner that gently cradles your books. No need to destroy the beautiful bindings or integrity of your priceless first editions, or tear apart your comic book collection. Over the years, Micro Com has handled rather delicate and brittle documents preserved from decades long past, including ancient newspapers and beautiful scrolls, enabling the ability to share these precious pieces of history without endangering the original material.

    High volume scanning

    High volume becomes no challenge with our rapid double-sided document automated feed scanners that easily manage a volume of 120 single pages scanned per minute. Double-sided? Double it. Harry Potter and the Deathly Hallows – large print edition – scanned cover to cover faster than a Firebolt. Crunch the numbers. That’s over 700 pages in 3 minutes. Imagine the mountains of information stored in musty warehouses that could be transfigured with an ease that would make McGonagall proud.

    Custom scanning services

    But what about the custom options? Customize to meet your specific needs, because like snowflakes, no two clients are the same. Work with our knowledgeable team and peruse a mockup to find what’s right for you. Black and white? Sure. Grayscale? Can do. Colour? You bet your kitten. Crisp clean images, indexed, named, and organized according to your will at your fingertips. The Overlord would be pleased. So what are you waiting for? Firefly’s Second Season?

    Contact MCS Vancouver for your Scanning Services

    For any questions on our wide range of scanning services in Vancouver BC, contact MCS Vancouver today!
  3. Enterprise Content Management in Vancouver | Vancouver Scanning Service for ECM or EDMS

    Leave a Comment Many companies are looking at introducing ECM (Enterprise Content Management) or EDMS (Electronic Document Management Systems) to streamline their operations. Many questions arise early on for organizations considering the adoption of ECM/EDMS. What are the hardware requirements? How many FTE’s can be re-deployed, and what training will they require? What about IT support? What type of scanners are necessary, enterprise, departmental or desktop? What about capture software and licenses? Service contracts? Network or bandwidth considerations?

    Understanding Electronic Document Management Systems

    Most traditional office equipment vendors sell scanners and scanning hardware, and many represent or sell scan capture software products as well. Many Vancouver scanning service bureau’s also offer scan capture hardware and software products for sale and do so with invaluable experience gained through rigorous trial and error over many years and in almost every situation imaginable. A scanning service bureau can offer additional value by suggesting the most efficient way to set up a scan environment for a client, potentially leveraging legacy systems and databases as well as other complementary technologies.

    Selection of Scan Hardware and Software

    There are many factors that can influence the selection of scan hardware and software. Of particular concern are the need for back file conversion of existing paper records, and the day forward capture strategies for new paper documents entering the system. Any company that has been in business for several years will have significant volumes of paper housed in traditional filing cabinets, archive boxes and in offsite storage. If it is decided that all or most of these records should be housed in the ECM / EDMS, that will have a huge impact on the implementation strategy and costs.

    Impact on Strategy & Costs

    For example, if company X determines it has several million pages of paper records to scan, or a whole library to digitize, it has some very important decisions to make. If company X chooses to do this work in house, they will need to commit significant financial and human resources to the task. They will need to invest in high speed scanners and capture software / licenses as well as service contracts, hire and train several supervisors and perhaps 8-10 operators, commit many hundreds of square feet of office space and assign valuable IT resources for the life of the back file conversion.

    Vancouver’s High Volume Scanning Service Bureau

    Alternatively, company X could retain a scanning service bureau to perform this work on their behalf, which can offer significant advantages over performing the work in house.
    1. Hardware and software investments will be considerably reduced as only the day forward (usually a vastly smaller volume) work will be processed by company x.
    2. Human resources will also be significantly reduced (see item 1).
    3. Production timelines will be drastically reduced if required as service bureaus can ramp up or down to meet tight deadlines.
    4. On a direct cost comparison basis, the costs associated to converting the back file using a service bureau are usually dramatically lower than performing the work in house. The disparity in cost is especially large if the back file conversion is the first assignment taken on by a newly created in house scan team!
    5. The same scan capture software and methodology employed and perfected by the scanning service bureau over millions of cycles can be deployed in house on a smaller scale for day forward capture, saving considerable time, cost and effort.
  4. Case Study: Digitally Converting Microfilm for Enterprise Level Content Management with MCS Vancouver

    Leave a Comment MCS Vancouver scanning service bureau has an insurance company client that had committed to an EDMS (Electronic Document Management Systems) platform back in 1999. Previous to them implementing this digital records system, they had historically microfilmed all important business records, from application forms to beneficiary documents, memos, updates and remittance advice.

    Implementing Enterprise Level Digital Records System

    While all new correspondence since 1999 had either been created or captured electronically, there was a gap of several decades where the originating and follow up documents only existed on microfilm. At the height of their microfilm program, the insurance company had a fleet of microfilm reader printers which allowed the retrieval and printing of the records in question. With the digital conversion of systems, the old microfilm reader printers had been retired one at a time to the point where the remaining machines were in very sad shape. New machines were available, but were very expensive, to say nothing of the human labour to make them function.

    Converting 1000 Microfilm Rolls to Digital Images

    A study was undertaken to consider alternatives to replacing the reader printers. MCS, Vancouver’s Leading Microfilm Digitization & Document Management Service was contacted to suggest a solution. We proposed converting the 16mm microfilm rolls to digital image using our Sunrise microfilm scanners.

    sunrise_microfilm_scanner Converting 16mm Microfilm Rolls to Digital Images

    Cost Savings Converting Microfilm with MCS Vancouver

    Given the fact that there were approximately 1000 rolls of microfilm, and that every image on each roll of film needed to be captured, we were able to give our client an extremely attractive price.

    4 Million Pages Digitized, Now Searchable & Accessible

    The decision was made to proceed with this project last fall and scanning began in mid October 2012. In all, over 4 million images (representing single page paper forms) were converted, which represented well over one terabyte of data! Our client is extremely pleased with the quality of the digital images they have received, and delighted that no specialized hardware is required to search for or read images from their new digital archive. Their response times to their client’s customer service requests have shrunk, and the quality of the images they forward to their clients is a significant improvement over what was possible from the old microfilm reader printers.

Micro Com Systems Ltd.

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Micro Com Systems LTD.
8527 Eastlake Drive Burnaby BC V5A4T7

1.604.872.6771

vaninfo@microcomsys.com
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