- Digital Archiving/Document Scanning
Storing and retaining closed files is part of having a law practice. Unfortunately as the years pass, so do the number of files. Eventually space can become an issue. Files can get lost or misplaced. You need to have reports, notes and other important information readily available whenever you need them.
An electronic file archival option allows you to have immediate access to your files whenever you need them. By storing them on a portable hard drive, you can move them offsite in a safety deposit box or some other secure place.
How safe is it?
Any data source can be susceptible to data loss. Accidents can happen just as they can in your closed file room. But unlike paper files, you can backup your file archive to ensure that multiple copies are there in case something happens to your primary backup.
How many files can I store on a disc?
Regular CDs can store over 600MB worth of data. That converts to about 10,000 pages of discovery. DVDs can store up to 4GB of data or approximately 50,000 pages. If you decide to use a portable hard drive, you can store hundreds of thousands of pages on a single hard drive unit.
Should I store my files onto CD or DVD?
No for two reasons, first, both CDs and DVDs are susceptible to data loss as they age. Studies have proven that the dye affixed to the thin plastic platters will eventually give way leaving the data corrupted.
Because hard drive prices and other flash-based media continue to drop, your best option is to check into getting a portable, non-mechanized hard drive to store your files. This media is more reliable and stable, even though as already stated, any data source can be susceptible to data corruption or loss.
Whenever using any computer or data, it is recommended that your files be backed up in at least three different sources to be considered fully backed up.
How much does it cost to scan in?
The starting price for most scanning projects is $0.05 / per page that does not require any additional handling. All scanning projects are converted into OCR (optical character recognition) format for search queries. Files containing paper clips, sticky notes, staples, file jackets, oversized documents and other obstacles are charged at $0.10 a copy.
Audio and data CDs, DVDs and VHS tapes can be converted into your file format at additional cost. Please inquire within.
How much time does it take to scan in my files?
Depending on the number of pages and the obstacles contained within, most projects can be turned around in as little as a week.
Will I need any special software to read my file archive?
The only software you will need to view or print your file archive will be Adobe Acrobat.
How do I copy what I need from my file archive?
To share only one client from your file archive will only require a blank CD and CD burning software to burn the data. In cases that are larger than the capacity of a CD, you'll need a blank DVD and DVD writing software.
I'm not in Grand Junction, how do I get my files to you?
If you have a small box to be scanned in, it would make sense just to ship those files to me directly. If there are several boxes involved, then I will make the necessary arrangements to transport your files to and from Grand Junction. Additional charges may apply, but this would likely amount to reimbursing the expense of gas and a bit of time to transport them.
Can I add files to my file archive later?
Yes. The only limitation is the size of the hard drive you're storing your files on.
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Digital Archiving/Document Scanning