General Business

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originals

Document Type

What kind of documents are the originals? the originals can be in either paper or already scanned format. You might have PDF or TIFF files as your orinals.

General business correspondence

Accounting and contractual documents

Legal documents, litigation

Technical and scientific documents

Books, old print

Color books and magazines

Credit card slips

Phone books, lexical listings

Drawings or maps (large format)

Other (please explain below)

Other Document Type(s)

Please list what kinds of other document types you have. Be specific!

Media

What is the original media that has to be converted? You can check multiple media types.

Paper

Microfilm, Microfiche

Raster files (TIFF, JPG, BMP, PNG, ...)

Digital documents (MS Word, FrameMaker, Quark, PDF, ...)

Database (Access, dBase, Excel, Calc, ...)

Double Sided %

What is the percentage of double sided documents?

Organisation of the original documents of files

Are your original documents organized into groups or units?

Folders

File Cabinets

3-ring binder

Books or manuals

Complex structures (Cabinet, Drawer Docket etc...)

None

Other

Notes:

Please explain the specific organization of your originals

Page Size(s)

What are the sizes of the documents?

All one size, letter size business documents

Mixed, some are letter, some are legal

Mixed sizes, small, irregular, but all rectangular

Other

Page Size Notes

Please note the approximate quantity or % of the different sizes in the project

Project Size

Please specify how many pages are in the project. A page can be single-sided or double-sided.

0-1,000 pages
1,000-5,000 pages
5,000 - 20,0000 pages
20,000 - 100,0000 pages
100,000 - 1M pages
Over 1M pages

Projects Size Notes

Please explain the size of the project if needed.

Paper Condition

The quality of the original paper have a major factor on the quality, capture and image processing and price of the end product. Please describe here the condition of the originals on this project.

Paper Quality

Using your best judgment, how would you characterize the overall condition of the original documents? Paper quality influences the scanning process.

Good condition, clean and straight pages

Medium condition, some staple holes, dog ears

Poor condition, staples, holes, damaged, soiled

Other

Paper Condition Notes

Please explain in detail if needed

Paper Weight

Please enter the approximate percentage of the paper weight of the originals

Bond Paper

Card Stock

Onion Skin

Color of the originals

Typically, black print on white background prevails. Are there any pages in the project that are printed on color background and/or color print? Please describe.

Document Preparation

Document preparation can be a major cost portion of the capture process. Please describe the requirements.

Staples

Are any pages in the project stapled together? Staples need to be removed before scanning.

No staples at all.

1% to 5% -- Only a few pages are stapled together.

More then 5% -- special attention should be given to staples

There are multiple staples in the document

The location of the staples need to be noted on the digital file (example: create a PDF bookmark for start and end of stapled pages)

Staples Notes

Please note special requirements for handling staples in the project.

Paper Clips

Are any pages in the project that are clipped together? Paper clips or clamps need to be removed before scanning.

No paper clips or clamps at all.

1% to 5% -- Only a few pages are clipped together.

More then 5% -- special attention should be given to paper clips

The location of the paper clips need to be noted on the digital file (example: create a PDF bookmark for start and end of the pages with paper clips)

Paper Clip Notes

Please note special requirements for handling paper clips in the project.

Page Repair

Some pages are so fragile, that they are not able to withstand the scanning process and special methods need to be deployed. Some of the methods are scanning those pages in a plastic sleeve, ironing the pages, sticking post-it notes on a separate sheet etc... Please explain here in detail if this is the case.

Barcodes

Barcodes are used to make the scanning and indexing process more efficient. They are used for many purpose (document, folder separation, bookmark creation, index entry, tracking of workflow, job ticketing etc...).

Use barcodes as pre-printed separator sheets, don't mess with my original documents.

It is OK to place barcode stickers on the original document, but no content should be altered or covered up.

There are already barcodes on the documents and need to be captured as part of the job.

I would like to print out barcodes from a database for organizing the scanning process. I will tell you more about it in the notes section.

Other

Barcode Notes

More description of barcode-specific information or requirement.

Image Processing Requirements

What kinds of image processing do you require?

General Image Cleanup

Deskew (straighten the page)

Despeckle (remove small dirt, dust etc...)

Border Removal (remove black border due to scanning)

Advanced Image Processing

Punch hole removal

Crop based on black background scanning

Page Segmentation (B&W and grayscale/color subimages)

Page alignment (front to back registration)

Other

Image Processing Notes

Please specify other image processing requirements

Page Segmentation

Output Intent and Requirements

Please describe what kind of output requirements do you have for this project.

Where will the converted content reside?

Local file system repository, just saving the converted files

CD-ROM or DVD-ROM media, portable and distributable

Content Management System (CMS)

Web site

Multiple outputs

Other

Notes:

Please explain:

Content Disposition

The paper documents will be converted to digital files. What will be the final goal of the conversion process?

Printing: the documents will be printed as clean images.

Publishing: the document content will be edited, reformatted and published, either on-line or in print

Digital repository: the content will be mainly viewed as images by users. It must be searchable.

Database: the captured content will be put into a database, the original images are discarded.

Other

Notes:

Please explain:

Output File Format

PDF is the most popular choice these days, but other formats are supported as well.

PDF only

PDF + Metadata (CSV/TXT/XML)

Raster images (TIFF, JPG PNG) only

Raster images + Metadata (CSV/TXT/XML)

Other

Notes:

Please explain:

PDF specific requirements

Many advanced PDF features are supported at the conversion process.

Image PDF - the scanned page is visible

PDF Hidden Text (the scanned page is visible and searchable, bulk OCR)

PDF Bookmarks

PDF Metadata - the captured indexing info is encapsulated into the PDF file(s)

PDF Internal Linking - enhancing navigation

Other

Notes:

Please explain:

Metadata and Indexing Requirements

Please provide feedback for the indexing requirements.

File Organisation

Please tell us how your files are organized. The indexing requirements usually follow the physical layout of your documents.

Page Indexing -- Each page is record of it's own

Document Indexing -- Pages are grouped together to multi-page documents

Folder and Document Indexing -- Indexing is by both folder and document

Other

Notes:

Please explain:

Index Fields

The quantity and length of index fields enhances searching and organization, but it is a costly operation. Please specify how many index fields will be needed and how long is the average data length.

1 to 2 fields
3 to 5 fields
5 to 10 field
0ver 10 fields

Index fields description

Please describe your needed index fields.

Index Field Length

Please estimate the average length of all of the index fields.

Metadata Output Options

The captured indexes (metadata) describe the captured files and can be released by a number of various methods. Please specify one or more options.

Encapsulated into the output file itself (PDF only)

Text format: tab delimited (TXT)

Excel format: delimited (CSV)

XML

Database connector (MS Access batabase)

CD-ROM publishing database

Other

Notes:

Please specify you specific requirements for metadata release:

Projected Time Frame, Budget, Location

Please provide feedback here for specific requirements for your project.

Project Duration

What kind of engagement are you looking for?

This is a one-time project.

This project will be repeated on a regular base

I would like to learn the procedure and do the work myself

I have several different projects

Other

Notes:

Please explain:

Project Schedule

Please tell us about your proposed schedule

I need to get this done ASAP. Please call me immediately

I am ready to go, just shopping for the best price

In planning stages, not sure

Other

Notes:

Please specify:

My Budget

Please tell us about your budget

My project is fully funded and ready to go.

I don't know the cost, looking for help.

Please provide me a with a competitive bid, I am tired of my current vendor.

Other

Notes:

Please specify:

Project Location

Please specify the location requirements for the project.

I can send out the documents to your facility by mail or shipping

Pick up from my facilities

Already scanned, I can send them on CD-ROM, DVD, solid state device (SD card etc...) or hard disk.

Already scanned, the raster images can be transferred through the Internet (FTP, WebDav).

The scanning must be done at my facilities.

The image processing must be done at my facilities.

Indexing must be done at my facilities.

Other

Notes:

Please specify:

ELAN GMK

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