Offsite Scanning

Why scan offsite ?

Offsite scanning, or scanning at a specialised scanning centre located away from your premises, has a number of benefits :

• Cost - it is significantly cheaper than scanning on your premises - we have highly trained operators and high-speed scanners which cope with much higher throughputs, translating into less cost to you
• Space - often there is not enough space to set up a scanning operation in-house
• Expertise. It takes a certain amount of expertise to setup and run a scanning operation - it is often not worth the costly learning curve to do in-house

Normally the process of setting up an offsite scanning operation is tedious and requires in-depth knowledge, which is why most operators will only offer this service after expensive consultation fees and then typically at an hourly rate. Webrecs makes the whole question of offsite scanning much more manageable for you through the Webrecs ScanPack™ concept. With Webrecs ScanPacks™you get well-defined, volume-related costs. No more hourly rates or expensive consulting.

How does it work ?

With Webrecs ScanPacks™ you get a simple yet powerful way to specify exactly what degree of scanning service you require. You pay for what you need and no more (see here to find out about how scanning costs are broken down). Before you order a ScanPack™, however, you do need to decide what indexing strategy you will be following and how much document preparation you are willing to do. Also you do need to have a Webrecs hosting plan. Essentially the more document preparation you do yourself and the smaller the number of indexes required the cheaper it works out. Refer to the Webrecs Scanning Guide to understand more about indexing and scanning strategies.

Here is the step-by-step procedure for getting your documents scanned offsite :

1. Decide how much document preparation you wish to do to decide whether you will need a Gold, Silver or Bronze ScanPack.The difference between Gold, Silver and Bronze ScanPacks™ are explained in the ScanPack FAQ
2. Order a ScanPack™ from your Webrecs Control Panel. (You will need an active Webrecs hosting plan to access your Control Panel).
3. Choose whether you want a Gold, Silver or Bronze ScanPack™
4. Fill in the ScanPack™ order form. All the items in the Webrecs ScanPack™ order form are explained in simple terms for you to decide which option to choose. Note that your settings get saved for next time so you don't need to fill in the form from scratch next time. You can check out sample order forms for Gold, Silver and Bronze ScanPacks™ by clicking the buttons at the foot of the indicative cost table below
5. Once you have submitted your order you will receive your ScanPack™ within three working days
6. Prepare your documents according to the instructions contained in your ScanPack™ and fill the ScanPack™ container with the prepared documents using the supplied indexing materials
7. Request courier pickup through your Webrecs Control Panel
8. A courier fetches your ScanPacks™ for scanning and processing, normally the same day
9. Your documents get scanned, indexed and quality assured by our state-of-the-art scanning facilities
10. You are notified by email that your documents are ready for validation. This time period ranges from 48 hours to 2 weeks, depending on your ScanPack™ options
11. You validate that your documents are OK (your Webrecs application makes this really easy) and your documents are available - online, all the time
12. Your documents are then returned by secure courier, destroyed, copied to DVD and/or sent for storage depending on the options you select when ordering your ScanPack™

How much does it cost ?

The costs of the service varies according to which ScanPack™ you purchase and what options you choose within the ScanPack™ (such items as mastering of DVD's, colour etc.). The table below gives an indication of the typical cost-per page (in cents) for the Gold, Silver and Bronze ScanPacks™. The best way to determine the exact costs for you is to work through sample ScanPack™ order forms by clicking the relevant button at the foot of the below table.

Typical cost in cents per page
		ScanPack Gold	ScanPack Silver	ScanPack Bronze
	500	50 c	46 c	40 c
Pages	1000	42 c	37 c	32 c
	5000	35 c	31 c	25 c