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Frequently Asked Questions

Copyright 2016 - Archive File Management Ltd. All rights reserved.

How do we get our documents to you?

We will collect them free of charge from any business address in mainland England and Wales. The minimum quantity for free collection is ten full archive boxes (approximately 100 files or 20,000 pages).  We will collect fewer but a charge will be made to cover our costs.

What happens to our files once you have scanned them?

Unless we receive instructions to the contrary they will be confidentially destroyed and the paper recycled, once we have received written authorisation to do so.

How do you calculate your digital archiving charges?

Our charges are negotiated on a ‘per box’ basis with each client. The charges for services provided at a future date will be those agreed and prevailing at the time.

Do I need any special equipment or software to use your service?

No. The electronic archive we supply comes with the necessary retrieval software already on the medium. Once you have your digitally archived files you are equipped to access your firm’s digital archive wherever and whenever you wish.

What about back up copies of my digitally scanned files?

We recommend that you back up/copy the portable hard drive to your system in your usual back up routine. As a final failsafe we keep a security copy on our system (which is also backed up) in case the unthinkable should happen. We will also renew hard drives free of charge every few years to avoid any potential failures.

 

Does using your service take up our business time?

No. In fact it saves time. We collect your files free of charge - as regularly as is necessary or practical and do everything on our own premises. You need only put the completed files in standard archive boxes and never see or handle them again. There is a further benefit in that you do not need to go through files throwing away unnecessary papers or copies prior to archiving. Doing so wastes your valuable professional time and also introduces a risk that the wrong papers are discarded.

 

Do we need to prepare our files in any way?

No. We do all preparation, removing staples, paper clips, unfolding and unbinding. Any torn or damaged papers receive special treatment and faint or badly copied papers are individually dealt with at higher resolutions and adjusted exposures to enhance legible images. There is nothing you need to do.

 

Does digital archiving cope with hand-written papers?

Yes. Each and every letter, paper or document whether printed, word processed, copied, faxed or hand-written is scanned so that the electronic version of your file appears identical to the original and any papers may be copied or printed back into paper form. The papers and documents will be archived in exactly the same order as they appeared on the original paper file.

 

How does Optical Character Recognition (OCR) work?

Optical Character Recognition (OCR) is also included in your digital archive. This is an additional and very useful search facility, which allows you to type in certain words or phrases and the software will generate a list of files and pages where those words or phrases occur, e.g.  ‘right of way’, ‘easement for repair’, ‘uplift agreement’ or ‘Willington-Jones’. When memory fails and you need information or a precedent but cannot remember on which file it appeared OCR will find it for you. OCR is an extremely useful tool if you need to find lost or misfiled papers. By typing in any relevant word(s) the software will come up with a list of possible files where the missing papers are stored.