Frequently Asked Questions and Answers

Q. What is document scanning? 

A. Document scanning is the process of taking paper documents, sending them through a high-speed document scanner and scanning software and turning it into a digitized image.  Document scanning provides you with a digitized image of your original paper document that you can index, search and store in many ways. This process is cost and time effective and very beneficial to all companies, small and large.

Q. What are reasons my organization might be interested in  TFA-JobTech document scanning and other services? 

A. There are several reasons organizations choose the services of TFA-JobTech. These include disaster preparadeness, the need for digital access to paper files, and eliminating high storage costs of paper files.

Q. Can my documents be indexed?             

A. Once your documents are scanned, they can be indexed or named according to the requirements of the customer.  Listed below are a few examples of how you can have your documents indexed and stored.

• Database: You can index multiple fields of information from the scanned document that will narrow down the search of a specific document. You can do this by typing in a keyword or letter into a database search engine. An Example of the search criteria may be: Customer Name, Customer Number, Date or whatever you choose to have indexed in order to search by. We can process forms and import only the data needed from the form that you determine.
• File Naming:  You can give individual documents specific file names, which can be searched through Windows Explorer or a program that supports your scanned documents.
• Bar Coding: Bar code your documents with a data base of existing data or generate a new bar code document system. 
• PDF w/ Hidden Text: By using PDF with Hidden Text your documents become “word searchable” and is up to 99.9 % accurate depending on the quality of the original paper document before it is scanned. Also, we can populate your document properties to add additional indexing.
• OCR: You can also choose to have your documents saved as a Word File. This will give you 100% word search accuracy, but is not as cost-effective as PDF. This is due to the fact that in order to get complete accuracy, TFA-JobTech has to manually correct the document for any misspellings, formatting, etc. before it is sent back to the customer.

Q. What type of documents does TFA-JobTech scan?

A. BDS can scan any type of documents from 8 ½ x 14 or smaller. These include but are not limited to bound books, engineered size drawings, from A size to E size and larger. If the documents are in poor condition, TFA-JobTech strives to provide a high quality digital image.

Q. Is there a minimum price required in order to have a scanning project completed?

A. No, TFA-JobTech does not require a minimum price for any scanning or conversion project.  All projects are important, no matter how small or large the project may be. We are determined to provide the customer with the best quality work, no matter the volume of the project.

Q. What is the turn-around time to have our documents processed, scanned and returned on CD, or other storage device?

A. Turn-around time depends on the amount of documents sent for scanning, the quality of the documents to be scanned, the indexing and other customer requirements, the time restraint of the scanning project, and the order in which the project is received. 

Q. What file formats are available for my documents once they are scanned and digitized?

A. The most common formats are Tiff (Group IV Compression) or PDF w/Hidden Text, which are more commonly used because of the ease with which you can view the documents and the fact that they are the most cost-effective to the customer.  Many other formats are available upon request in order to meet customer needs.

Q. Does TFA-JobTech provide OCR (Optical Character Recognition) to Word or any other Format?

A. Yes, TFA-JobTech offers OCR Conversion Services with three levels of service including OCR 3, which consists of a full check from  an OCR Technician. All text, formats, fonts, and lay-out of the original image is maintained as best as possible, usually with at least 99% accuracy of the original.   

With this type of service, the image is 100% editable and makes the image very functional.  Also, with the document saved into a Word Format File, you can also produce a PDF Image that is fully searchable as well.

Q. What types of quality control does TFA-JobTech provide for my digital images?

A. At three different steps in the process, TFA-JobTech initiates quality control procedures. TFA-JobTech document conversion specialists check your job as its it being scanned and run image enhancing software. Many images look better after they are scanned. TFA-JobTech maintains the original look of all your documents according to all laws governing legal images.

Q. Can TFA-JobTech upload the image files to our server?

A. TFA-JobTech  can upload your scanned images to your server or FTP site.  With most jobs, TFA-JobTech provides you with a CD-ROM or DVD. Duplicates can also be provided as a back-up in case of network failure or any other unforeseen problem.  

Q. How many documents can fit on one CD or DVD?

A. Approximately 15,000 letter-sized, black and white page Tiff’s will fit on a single CD.  A DVD can hold approximately 125,000 pages.

Q. How are my scanned documents stored?

A. TFA-JobTech will store your digital images onto CD-R’s, DVD's or any other media that you request. We suggest CD-ROMs or DVDs as they provide a longer shelf-life, cannot be erased and can be accessed on most PC’s.

Q. What type of bond or insurance does TFA-JobTech provide upon pick-up of my documents?

A. TFA-JobTech maintains a $5 million dollar bond and liability policy to protect you organization while we work on your project until such time as your documents are returned or destroyed.