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FAQs
If you have any questions regarding any of the services we provide then you are welcome to contact us using any of the methods at the bottom of this page, however please look through the following frequently asked questions first to see if you can find the solution to your problem here.
Scanning
How many documents can I fit on a CD?
What type of file formats are you able to return our work in?
Is it easy to find a document once it's scanned.
How easy is it to distribute scanned images?
Can you add documents to a cd once it has been written to already?
Storage
How do I request boxes/documents in storage?
Can I use my own archive boxes or do I have to use ams?
How quickly can I retrieve a box?
How do you know where our boxes are?
Can I see my archive inventory online?
General
Scanning in-house or outsourcing to a professional conversion bureau?
Scanning
AMS can scan documents ranging in size from a postage stamp to large format drawings A0+ in black and white or colour. We also offer microfilm/microfiche scanning and book scanning.
How many documents can I fit on a CD?
Depending on the dark content you can fit between 20 and 25k A4 documents on a CD.
What type of file formats are you able to return our work in?
The most common formats are PDF and TIFF, we can also supply JPEG and BMP.
Is it easy to find a document once it's scanned.
Yes depending on the type of indexing criteria you ask for, documents can be found in seconds using our amsview software.
How easy is it to distribute scanned images?
Once a scanned document is on your screen you can attach it to an email in its standard format or convert it to PDF.
Can you add documents to a cd once it has been written to already?
As a general rule we will only write to a CD-R once and as the disc is write protected it cannot be written to again. For writing multiple sessions on a disc we use CD-RWs which can be written to many times (much like a floppy disk, providing the disc has not been write protected.
Storage
How do I request boxes/documents in storage?
You can request boxes/documents in storage by telephone (0118 9439165), fax (0118 9426631), e-mail (retrievals@archivems.co.uk) or using our online storage facility. For the first three options you will need to provide us with the following information: your name, your company name and 'phone number, your AMS box reference number and any box/file reference that you may use.
Can I use my own archive boxes or do I have to use ams?
We’re happy to accept your existing boxes providing they are of archive quality and the contents are safe and secure. If any of your storage boxes are not in a good condition there may be a requirement to re-box the contents.
AMS will collect your boxes, we only use our own staff and transport for the collection of your archives. All our vans are fitted with tracking devices.
How quickly can I retrieve a box?
Our standard retrieval is next day, we also offer urgent retrievals within a 4 hour timesale as well as scan on demand where we can pull a file and return it to you in an electronic format
How do you know where our boxes are?
AMS use a system where we allocate a unique barcode to each box once in our archive facility, this barcode will stay with this box for its life in the storage facility. This barcode is scanned along with its location and entered electronically onto our archive storage database allowing us to locate its exact location when you require a retrieval.
Can I see my archive inventory online?
Yes We have a secure online facility that allows you to log on with a user name and password, and perform any of the following tasks: -
- View the archive database
- View box cataloguing
- Request retrievals and returns
- Request permanent deletions
- Request destructions
General
Requests for work to be sent back can be made by telephone (0118 9431443), fax (0118 9426631) or e-mail(bureau@archivems.co.uk). When requesting documents we will need the following information: your name, your company name and contact details and any relevant details pertaining to the paperwork (eg. document number, which folder the document is in, date, etc. Obviously these will depend on the type of paperwork you have sent in.) The quickest way for us to get your paperwork back to you is by fax or e-mail, though obviously if there is a large amount of work that you need back then it can be collected/delivered. For scanning work we generally fax documents if they are yet to be scanned and e-mail if they are already scanned. For microfilm, paperwork is generally sent by fax.
Scanning in-house or outsourcing to a professional conversion bureau?
The decision on whether to scan documents in-house or outsource the work to a scanning bureau will be an individual decision for each company based on a variety of factors including:
- availability of scanning equipment
- availability of trained staff
- length of turnaround required
- type and condition of documents to be scanned
- funding
If you contract with a professional, you are paying for their training and experience as well as high-end equipment. Once a task is complete the equipment is not then redundant after use.
If you decide to do the work in-house make sure all staff are fully trained and that scanned images are checked for quality, the operation can be very labour intensive and time consuming.
If we haven't answered your question here then please contact us using one of the following methods:
| t | 0118 9431443 |
| e | support@archivems.co.uk |