Scanning Services

Why Do Document Imaging?

Docuvan will show you how to save money over traditional paper filing systems, with document imaging.

Docuvan specialise in all facets of Document Management.  This can cover providing basic bureau imaging services through to the supply, installation and training of full document management solutions, incorporating software, hardware and services.  No matter how big or small your requirement, we can help you with a solution.

Option 1: Onsite
  • Docuvan comes to your office
  • Docuvan assists with quality document scanning strategy
  • Docuvan preps your documents for the digital imaging process
  • Docuvan scan and image your documents and convert them to digital assets
  • Digital assets are provided to you on CDs,DVDs,USB drive,flash, thumb drive or FTP and ready for use
Option 2: Secure Docuvan Office
  • You arrange delivery of your documents to be scanned to Docuvan
  • Docuvan preps your documents for the digital imaging process
  • Docuvan scan and image your documents and convert them to digital assets
  • Docuvan delivers your documents back to your office
  • Digital assets are provided to you on CDs,DVDs,USB drive,flash, thumb drive or FTP and ready for use
Option 3: Hire the equipment from Docuvan with Training
  • Docuvan provides a lease of a scanner
  • Docuvan delivers the loan scanner to your office
  • Docuvan provides training on best practice document scanning and how to use the scanner on loan
  • Your staff then preps your documents for the digital imaging process
  • Digital assets are provided to you on CDs,DVDs,USB drive,flash, thumb drive or FTP and ready for use

Docuvan quality process

  1. Receiving: Each box identified according to client, job and shipment in our secure document scanning facility. Docuvan applies checks and balances are in place to ensure all boxes were received (if applicable).
  2. Tracking: Your boxes and documents being tracked throughout the facility from one process to the next (if applicable).
  3. Prepping: Docuvan will work with you on the process for how the written instructions on how your documents will be prepped.
  4. Scanning: There will be agreed written instructions on how your documents will be scanned, i.e. black & white or color, 200 or 300 dpi, etc.
  5. Indexing & Data Entry: Docuvan identifies with you what fields will be captured and by what process: OCR, data entry, match-and-merge.
  6. Quality Control: Docuvan has quality control (QC) steps are in place at every stage of production to ensure documents have been prepped, scanned, and data-entered according to your requirements.
  7. Data Security: Depending on type of document data security is applied in the mutually agreed format.
  8. Post-Processed Handling: Based on each scanning project we agree how your scanned boxes be held before they are returned to you.
  9. Secure Data Delivery: Some of the questions we ask to ensure privacy of data is maintained: Are your images and data encrypted while being delivered? Are there delivery options such as secure FTP (SFTP), direct upload to your document management system, or delivery on physical media?
  10. Ongoing Communication: Docuvan provides an open and ongoing dialogue with you before, during, and after your documents have been scanned to insure your satisfaction with the quality and timing of the job.

You save for the following reasons:

  • The biggest direct cost of a filing system is the labour cost for retrieving and replacing files. These costs are estimated to be 70% of the cost of the filling system. It takes about 20 minutes for someone to look for, retrieve, deliver, then re-file a document back to where it was stored. All you need to do is multiply your hourly labour costs by 30% and that’s your hard costs for just one file. Don’t forget to include those employee benefits into your labour costs.

  • The cost for performing data entry on scanned documents is still less than the labour cost for physically filing them into the proper file draws and distributing them.

  • The biggest cost savings is that anyone in the organization can locate a document without the assistance of any knowledgeable individual. What makes a long-time employee valuable is that he or she knows where everything is. When that person retires or leaves, it may take the company many months or years to train someone where the important files are and how to find them. A document imaging system enables anyone to find a file quickly if it was properly indexed or OCR’d when it was first put into the system.

  • A document imaging system has much more security access controls for your files than filing cabinets. Someone cannot access a document unless they have access rights to it or the directory tree it is in. Most imaging systems have  an audit control feature as a option or standard. An audit control program can keep track of every search and retrieval done by a user.

  • With a document imaging system multiple people can access the same document simultaneously. This may be necessary for conferencing in the same room or participants half-way around the world.

  • A Document Imaging program can enable a company or government department to let employees or other individuals, outside the office, to have access to files. With the increased importance of the Internet to business and government the ability for individuals to access documents on line is of paramount importance. Access of documents can be controlled by logins and access rights.

  • Many document imaging programs will enable individuals to share documents over the network or the internet. This feature will speed up the work flow of documents for a project.

Document Management System

Why a standardised system is important:

Integrity/Continuity of Documents – Documents remain complete and accessible despite changes in business organisation, personnel, and document keeping technology.

Efficiency – Minimise time wasted searching for information.

Communication – A common filing language fosters cooperation in the retrieval and exchange of information throughout the business.

Document Retention & Disposal – Separates documents with different retention times to assist in retention and disposal activities.

Simple – An easy system enables quick and accurate filing and retrieval.

Logical – File headings are descriptive and arranged in a natural sequence.

Usable – File headings relate to the function of documents and the way files are used.

Flexible – Accommodates expansion or contraction of document volumes, different document keeping technologies, the transfer of inactive documents to non-current storage and the destruction of obsolete documents.

Docuvan team

Docuvan was established in 2001. Based in Melbourne we offer convenient onsite and traditional bureau scanning services in all Australian capital cities and most regional centres.

Docuvan has a broad range of experience with many different industries. We have worked with banks, utilities, government (local, state & federal), manufacturers, wholesalers, retailers, medical and insurance providers.

We have developed partnerships with recognised names in the industry such as Image Access, Fujitsu, Kodak, Canon, Iris, PixEdit, CloudPlus, Frisk and HP.

The name Docuvan is derived for the origins of the business where we provided our scanning services from a van. The vehicle, which is still used today, has all the necessary equipment and software installed on board. Since our service can be mobile we can come to your location and either scan onsite in your offices where available or in the van. Your documents remain secure as they never leave the premises. Docuvan uses the best equipment and software available, on par with what is used by largest corporate entities globally. This means smaller business can access the same quality, speed and accessibility without the large capital investment.

Docuvan provide the secure document preparation and scanning services for corporate and government accounts across Australia.

If it is deemed part of your core business, Docuvan can supply, install and train you to operate your own scanning solution to integrate with a document management solution. Our solutions are scalable and we offer a wide variety of options to suit most budgets.

The Docuvan Team travel all over Australia, undertaking scanning projects from 1 day to many months.  If you have sensitive or confidential documents you would like to scan, or some that you need access to on a daily basis, we would be happy to discuss your needs and put a solution together for you. This could be scanning them for you or helping you setup your own scanning solution! However, if you are happy for us to collect the documents and scan them in our secure facility in Melbourne we can help you with that as well.

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