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RECMGMT-L  February 2001

RECMGMT-L February 2001

Subject:

Re: estimating scanning effort

From:

"John R. Glover" <[log in to unmask]>

Reply-To:

[log in to unmask]

Date:

Tue, 13 Feb 2001 16:41:20 -0800

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (566 lines)

Jon,

The existing equipment you listed would be OK for a scan forward
application but the back-file with color will need some heavy duty equipment or
purchase used equipment (last years model will work very well for your
project).

Consider hiring a consultant to recommend the best solution (which might be
to outsource) who can come up with the same solution you would offer to
upper management but your not an "industry expert".

"Color tiff"; I had a bad experience trying to make TIFF Group 6 work with
other formats (failed in an attempt to convert to PDF).

Why reassemble the documents. I always loved it at a service bureau but it
seemed like wasted dollars. Store the paper bound with rubber bands. Put a check
at the start of a staple and a o at the end. Send it to a warehouse. Use that
270 feet of shelving for current media.

John


----- Original Message -----

From: Jon Hill

To: [log in to unmask]

Sent: 2/13/01 3:57:08 PM

Subject: Re: estimating scanning
effort





Unfortunately I can't ignore color.  I so tremendously wish I
could, but

these bound documents are presentations that we've delivered to clients,
and

the colors don't always convert well in black   white.  If we
get sued by a

client who says something was misleading or unclear, we need to back

ourselves up.  We also need the color samples if we ever need to
recreate an

old presentation that gets lost in a fire or whatnot.



Hardly any double-sided pages.



-----Original Message-----

From: John R. Glover [mailto:[log in to unmask] ]

Sent: Tuesday, February 13, 2001 3:51 PM

To: [log in to unmask]

Subject: Re: estimating scanning effort





Jon,



I've done a bit of image capture over the years and my recommendation
is

sampling to get your estimates.



You should probably break the files into sub-groups based on difficulty
of

prepping, scanning and indexing.



180 pages per inch is a start or about 580,000 pages. At random count
an

inch of pages throughout your collection noting double sided pages.



If double sided is a very small percentage (5%) handle at prep by

indicating to the scanner operator when a double side exists. Scanning
both

sides an then having your software dropping out images with too few
pixels

to be

an image is an easy way to resolve the double sided issue.



But, your entire project should be costed on estimated through-put. If
by

increasing your prep time 10% you can increase your scanning through-put
10%

go

for it. The same for indexing.



Can you ignore the color in the color documents?



John





----- Original Message -----



From: Jon Hill



To: [log in to unmask]



Sent: 2/13/01 12:33:02 PM



Subject: estimating scanning effort











Hi all.  I'm new to the list, and rather new to RM in

general.  I'm a techie



by trade, and am acting as technical lead on a project to find a new

DM/RM



solution for my firm.  Jennison Associates is an asset
management

company



with around $75B in assets under management.  We have a
document

management



system in place but plan to replace it.







The vendor selection process is well underway and in fact just about



finished, but one major element that has yet to be addressed is

backfile



conversion.  Several departments are not storing anything

electronically yet



but will need to start once the new system is in
place.  I'm

trying to



estimate how much effort will be required for this conversion

process.







I looked through the archives and found a similar request that was

answered



by a request for more detail (thank you Richard
Berlin).  Here's

the info I



can give:







100% of the documents are letter-size







50% are in black plastic binders (GBC plastic combs, if that means
more

to



you than it does to me)



25% are stapled



25% are loose







Bound documents:



*       24 pound, 25% cotton paper



*       15% of the pages involve color;
all

the documents contain at least 1



color page



*       Average document contains 35

pages



*       Very good condition







The rest:



*       Plain 20# paper--the kind you
stuff

into laser printers



*       97% to 99% are black

white



*       Average document contains 40

pages



*       Some pages are dogeared but few
are

torn.  The pages are otherwise



in very good condition.







I don't know how many pages are involved overall, but I can tell you

that



the documents take up 270' of shelf space, and are pretty tightly
packed

in



there.  3% to 4% of that volume is taken up by covers,
dividers,

folders,



etc.  The rest is all to-be-scanned paper.







As far as indexing goes, we will use Ascent Capture to scan and index

and



there will only be three fields to fill out per

document:  account (by



dropdown), date, and doctype (by dropdown--6 choices).







We have several scanners for this process--a Fujitsu 3097E-something,

a



Fujitsu 3093EX (E-something, anyway), and a Canon
DR-3020.  We

also have two



Fujitsu ScanPartner 600Cs for color, but they're

slow.  Incidentally, we're



considering centralizing all scanning into a single department; if

anyone



knows of a good Color/B W scanner (especially one that delivers color

tiffs



when it has to but defaults to B W), please share.







We will need to prep, scan, index, and reassemble all documents.







We will not be outsourcing.  Last time we went through this
the

vendor did a



horrific job and went way over budget.  It was our fault
(they

chose the



vendor I said not to, nobody oversaw the vendor's QC so nobody
realized

it



was so bad until three months after they'd left, etc) but senior

management



is now insisting on doing it ourselves.







Any help at all you can provide would be so terrifically

appreciated.  Rules



of thumb for estimating page count; a formula for estimating prep

time.



Anything!







Thanks







jon hill







List archives at http://lists.ufl.edu/archives/recmgmt-l.html



Contact [log in to unmask]

for assistance















FYI Image / MDS / AGFA



List archives at http://lists.ufl.edu/archives/recmgmt-l.html

Contact [log in to unmask]
for assistance



List archives at http://lists.ufl.edu/archives/recmgmt-l.html

Contact [log in to unmask]
for assistance







FYI Image / MDS / AGFA

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance

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