Scan SEN documents

[pbad]

The Deputy Head and Sen Co-ordinator has asked if there is a quick way to scan the SEN documents that are being stored in boxes as the School has to keep SEN documentation up to 25 years. Ideally these documents will be scanned, stored on a server/hard drive and encrypted.

 

Any ideas would be helpful!

[newpersn]

MFD that can scan to PDF and email?

[localzuk]

We do it with SIMS - scan to PDF, add the PDF to the individual in SIMS.

 

Paperwork is still kept and stored though, and passed to the next school up when they leave here.

 

There's no super-quick way to scan stuff, as it still requires someone to do the filing work - say what it is, and put it somewhere, be it in a document management system, or whatever.

[rush_tech]

We have these Fujitsu Snapscan scanners

[skyhawk]

Hi All,

the following company can do a document scanner which scans documents into most MIS providers, the beauty of this is, once the document header has been created e.g. with a barcoded front page the rest is simple, it will scan multiple documents in, and if you ever change MIS they will follow you..... unlike SIMS where once they are in they are in and you cant get them back out into another MIS..

 

Scan Brochure | ScanDB

 

hope this helps,

 

Andy

[round2it]

arena have a system called mstore and is pre configured for schools also they will do the scanning for you for a price

[danbuntu]

We have system created in house that uses a usb visualiser to take pics of documents and upload them into a folder on a share that has the student id number attached. We use it for collecting Quals on entry but it could work for a task like this.

[MatthewL]

Most MFD's can scan to a network folder enabling you to bulk scan and upload. Some MFD's enable you to integrate scan solutions and scan directly into systems. I know Sharp have a Scan to Sims connector where you can print barcode sheets or even do it from the MFD.

[pete]

If you use an MFD, make sure it creates text-based PDFs and doesn't just sling an image file in per-page. On KM kit it's about ~£100 to add the ability to spit out searchable PDFs.

[dry]

If you use an MFD, make sure it creates text-based PDFs and doesn't just sling an image file in per-page. On KM kit it's about ~£100 to add the ability to spit out searchable PDFs.

Interesting, so your MFDs have OCR software built-in, which will process each page before saving to the network location as PDF?

[pete]

^ Yup. We added it for a similar (but smaller-scale) archiving project and I knew that the default PDF options would make it largely pointless and create needlessly bulky PDFs.

 

Most copier manufacturers should have it as an option, either built-in from contract start or a one-off purchase per copier. For Konica Minolta it's:

 

Normally, the text of a scanned document cannot be searched. Our Searchable PDF feature uses OCR (Optical Character Recognition) to turn any scanned document into a searchable one. Perfect for quickly finding text in large documents, or to cut and paste text from a Searchable PDF to create new documents.

*Requires optional i-Option LK-105 (Available soon) and Upgrade Kit UK-203.

 

and requires a KM bloke with a USB stick for ~10 minutes.

[dry]

^ Yup. We added it for a similar (but smaller-scale) archiving project and I knew that the default PDF options would make it largely pointless and create needlessly bulky PDFs.

 

Most copier manufacturers should have it as an option, either built-in from contract start or a one-off purchase per copier. For Konica Minolta it's:

 

 

 

and requires a KM bloke with a USB stick for ~10 minutes.

Thanks for that, just researched it for our Ricohs and it looks like it's an almost £500 option Would be useful to have though!!

[pete]

^ Given it's likely flipping a command-line switch in Ghostscript, that seems excessive.

 

Is that under a government procurement contract or something else? There's fixed negotiated prices for additional stuff post-purchase on the gov contracts.

[dry]

^ Given it's likely flipping a command-line switch in Ghostscript, that seems excessive.

 

Is that under a government procurement contract or something else? There's fixed negotiated prices for additional stuff post-purchase on the gov contracts.

Having done a bit more digging, it does seem that that's the case- given this is the required 'OCR unit' that Ricoh sell to enable OCR.

 

Not a govt procurement (afaik), just a contract we've got with a local company. Might drop them a line and see if they'll do it for free