ScanFactory: Services for Scanning of Documents and Archives
ScanFactory provides a total solution for your archive. We offer a wide range of services to organizations that wish to outsource all or part of their archiving activities to an experienced partner. This includes scanning services, long term storage, certified destruction and printing services. All our services are delivered by qualified, security-cleared personnel and draw on over 30 years of experience in scanning, indexing and archiving massive volumes of documents. To date, ScanFactory processed over 350.000.000 documents for its clients across regions, industries and market segments.
Our Equipment & Capacity
We have a scanning capacity of 250.000 sheets per day. Depending on project volume and schedule, ScanFactory personnel are assigned a daily production quota, which they are required to fulfill. We use only the highest-quality scanning equipment that is available on the market. This includes, among others: best-of-breed production document scanners which can scan up to 170 pages per minute or over 60.000 pages per day each; state-of-the-art microfiche, microfilm and X-ray scanners; book scanners, photo scanners, large format scanners, high-speed production-scale printers, and more.
Core ScanFactory personnel comprises only full-time employees that are on iGuana payroll (most of them, for many years). The ScanFactory project team consists of highly qualified, security-cleared personnel with decades of combined experience in managing, implementing and delivering scanning projects. It includes individuals representing key functional areas and divisions, including ScanFactory Operations, Privacy & Prevention, Quality Management, Project Management, Transportation & Logistics.
ScanFactory Resource Planning
ScanFactory Resource Planning (SRP) is iGuana’s proprietary technology that controls, streamlines and automates all ScanFactory operations, from A to Z. It was developed entirely in-house by our expert personnel. Its main purpose is to reduce human intervention to an absolute minimum and remove the risk of human error. This highly sophisticated, one-of-a-kind technology offers complete traceability and provides full real-time reporting functionality.
The Customer Portal allows you to search for and consult the status of every file / document processed by ScanFactory at any point in time (e.g. In Transport, In Preparation, in Scanning, etc.). The Portal also makes it possible to make requests for urgent scanning (delivered within 1 hour maximum) or urgent physical delivery of a particular file or document, and view full history of such requests. All information and metadata about customer files and documents, including their exact physical location, are stored in the SRP database and can be retrieved on-demand.
Our Scanning Process
All stages of the scanning process are controlled entirely by the SRP, including quality control, human resource allocation and specialized equipment. It is a clear and fully transparent step-by-step process:
A set of clearly defined procedures governs every single step of our scanning operations, from Pick-up to Metadata & Image Delivery. Every action taken in relation to individual boxes or files / documents is tracked in the SRP system in real time. Owing to unique file and box numbers, barcodes, image quality control, reporting and other process automation tools embedded in SRP, iGuana is in full control over the quality of the scanning process at all times. We also have an internal Quality Supervisor on staff and our employees are trained to apply ISO 9001 Quality Management principles in all their work.
All physical files are kept in quarantine (sealed storage) for a standard period of 1 month from the day scanned documents and metadata are delivered to you. This gives you the opportunity to perform your own quality control. Upon expiration of the quarantine period and your express approval, all quarantined documents are subjected to secure confidential destruction using Security Level P3, DIN 66399 standard. Once physical documents are destroyed, all scanned images and metadata are erased from our SRP system. You receive a confidential destruction certificate.
Long Term Storage
Our long term storage services include: Full Archive Inventory, Transportation and Storage, Urgent Requests Processing and Retention Planning. Before we transport your archive to our off-site storage facility, we perform a full inventory using our SRP system. The archive is then transported in sealed europallets in specially designed archive boxes. Should you require a specific document or file, you can search for it via our Customer Portal and request it to be urgently scanned or physically delivered. We will also design an individual retention plan for each type of file or document and inform you exactly which files/documents can be securely destroyed.
We offer printing services for customers who need assistance in printing, re-printing and folding large format documents (such as maps, blueprints, engineering or technical drawings, architectural renderings, etc.), documents that have been damaged or contaminated, or simply a large volume of documents that cannot be printed using regular office printers. Our production-scale printers are designed specifically for such high-volume, high-speed and high-quality printing.
Privacy & Security
iGuana takes matters of privacy, security and data protection very seriously. We have an in-house Data Protection Officer (DPO) on staff who is responsible for ensuring compliance with internal privacy & security policies and implementing procedures in line with GDPR and with the ISO 27001 standard for information security.
Here are a few impressive facts about ScanFactory.
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