Document Scanning FAQ
If you have any questions regarding our Document Scanning services please look through the following frequently asked questions. If have any additional questions about our services, please do not hesitate to Contact Us
What types of documents can we scan?
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 we fit on a USB stick?
You can typically store between 20,000 and 25,000 A4 documents on a standard USB stick. This number will vary depending on the nature of the content.
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 USB once it has been written to already?
As a general rule we will only write to a USB stick once and as it is write protected it cannot be written to again. For writing multiple sessions on a USB we use USB-RWs which can be written to many times (much like a floppy disk, providing the USB has not been write protected.)
We’ve sent some documents in for scanning/microfilm but need some pages back urgently, what do we do?
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.
Document Storage FAQ
If you have any questions regarding our Document Storage services please look through the following frequently asked questions. If have any additional questions about our services, please do not hesitate to Contact Us.
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 we use our own archive boxes or do we have to use AMS storage boxes?
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 need to re-box the contents.
Who will collect our Storage Boxes?
AMS will collect your boxes. We only use our own staff and transport for the collection of your archives and all our vans are fitted with tracking devices so we can let you know where they are at any given point.
How quickly can we retrieve one of our boxes?
Our standard retrieval is next day, we also offer urgent retrievals within a 4 hour timescale 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 highly secure archive facility. The unique barcode that we assign will always be associated with this box whilst it remains in our storage facility. The 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 we see our archive inventory online?
Yes. All customers have access to a secure online facility that allows you to log on securely 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
Can we see our archive inventory online?
Yes. All customers have access to a secure online facility that allows you to log on securely 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
If you still haven’t found your answer in our Frequently Asked Questions then give one of our team a call to find out more about Document Storage, Scanning and Shredding Services.
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