{"id":830,"date":"2016-06-01T01:06:00","date_gmt":"2016-06-01T01:06:00","guid":{"rendered":"https:\/\/www.copyexpress.co.nz\/blog\/?p=830"},"modified":"2019-08-10T17:23:15","modified_gmt":"2019-08-10T17:23:15","slug":"how-to-digitally-archive-your-records-and-papers","status":"publish","type":"post","link":"https:\/\/www.copyexpress.co.nz\/blog\/how-to-digitally-archive-your-records-and-papers\/","title":{"rendered":"How to digitally archive your records and papers"},"content":{"rendered":"\n<p>\nWhile\n we live in an increasingly digitally driven world, we still get a lot \nof physical items that we have to hold on to for various practical, \nlegal, and tax requirements. Unfortunately this can quickly take up too \nmuch space for material that you might only use once every few years at \nbest. There\u2019s also the risk that should some disaster happen, like a \nfire, all your records go up in smoke and suddenly you are in real \ntrouble when you do need to call it on again. What about the issue of \nfinding one record in hundreds when might only have part information on \nhow to find it. The solutions to these issues is digital archiving<br>In\n a nutshell, digital archiving is the conversion of paper documents into\n their electronic equivalent while retaining as accurate copy of the \ninformation as can be made. So why do it<\/p>\n\n\n\n<ul><li>Minimises space &#8211; A\n modern portable hard drive the size of a pack of playing cards can \nstore a terabyte or more of information, or 10s of thousands of scanned \npages of documents. You can store hundreds of books worth in a cheap \nflash drive or memory card.&nbsp;<\/li><li>Easy to copy &#8211; Because everything \nis just data, copying is just a couple of button clicks on the computer \nscreen and is a 100 percent accurate copy of the master. A lot better \nthese photocopies of photocopies we use to have to deal with.<\/li><li>Easy\n to backup offsite &#8211; thanks to modern internet connections, you can have\n a computer automatically copy all your records to another one in a \ndifferent building, city, country, or somewhere in the \u2018cloud\u2019. This \nmeans if you lose your records at your place of work, there\u2019s a backup \nthat can restore everything in just a few hours at worse. If you don\u2019t \nwant to use the internet, you can just have a few portable hard drives \nand take copies off site manually<\/li><li>Available to everyone \ninstantly &#8211; Once on a computer drive, if you have your system set up \nright then every computer on your business network would be able to \naccess with a few button clicks.<\/li><li>Searchable &#8211; One of parts of \ndigital archiving is Optical Character Recognition processing. With the \nright software the documents can be turned into text like a wordpressor \nor spreadsheet &nbsp;document, allowing you to easily search and copy \ninformation. That same copied information then can be edited like any \nother document.<br><\/li><\/ul>\n\n\n\n<p>So\n how do you get your documents digitally archived? Simple, come to us at\n Copy Express. We handle everything from books, stacks of paper records,\n to old engineering and architectural plans. What can we offer for you \narchiving needs.<\/p>\n\n\n\n<ul><li>Books and Papers &#8211; can be scanned page by \npage by hand and then compiled into a pdf, with the option of being set \nup for searchable text or even converted into a word document. &nbsp;If we \ncan, we will load it into automatic document scanner as this speeds up \nthe process and cut the costs to you.<\/li><li>Posters and Art &#8211; Now \ndepending on the size and the nature of what it is we can either do on \nour A3 flatbed scanner or feed it through our wide format scanner. Wide \nformat scanner can scan items up to 1.2m wide and any length but as it \nis a roll fed system (think of those old washing machine mangles) any \nitem put through is at the owner&#8217;s risk. The output is a your choice of \npdf, tiff, or jpeg up to 600dpi in resolution.<\/li><li>Plans &#8211; our wide \nformat scanner is designed with plans in mind so can handle all types of\n plans, including blueprints and tracing paper ones. Once scan you can \nhave it in a variety of formats, and we can even run special software \nprocessing that will correct damage and try to make everything is square\n and consistent no matter the age of the plan.<br><\/li><\/ul>\n\n\n\n<p>From\n there we can burn everything on a disc, copy it on to a flash \ndrive\/memory card\/hard drive you bring in, or send it to you by email or\n via online storage site.<br> Now there are some limitations for what we\n can do, copyright is an obvious one, we will do our very best to give \nyou a solution that will fit your needs and help declutter your office. \nCall us today and let us help you get digital today.\n\n<\/p>\n  ","protected":false},"excerpt":{"rendered":"<p>While we live in an increasingly digitally driven world, we still get a lot of physical items that we have to hold on to for various practical, legal, and tax requirements. Unfortunately this can quickly take up too much space for material that you might only use once every few years at best. There\u2019s also &hellip; <a href=\"https:\/\/www.copyexpress.co.nz\/blog\/how-to-digitally-archive-your-records-and-papers\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;How to digitally archive your records and papers&#8221;<\/span><\/a><\/p>\n","protected":false},"author":2,"featured_media":831,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[15],"tags":[],"_links":{"self":[{"href":"https:\/\/www.copyexpress.co.nz\/blog\/wp-json\/wp\/v2\/posts\/830"}],"collection":[{"href":"https:\/\/www.copyexpress.co.nz\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.copyexpress.co.nz\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.copyexpress.co.nz\/blog\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/www.copyexpress.co.nz\/blog\/wp-json\/wp\/v2\/comments?post=830"}],"version-history":[{"count":2,"href":"https:\/\/www.copyexpress.co.nz\/blog\/wp-json\/wp\/v2\/posts\/830\/revisions"}],"predecessor-version":[{"id":975,"href":"https:\/\/www.copyexpress.co.nz\/blog\/wp-json\/wp\/v2\/posts\/830\/revisions\/975"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.copyexpress.co.nz\/blog\/wp-json\/wp\/v2\/media\/831"}],"wp:attachment":[{"href":"https:\/\/www.copyexpress.co.nz\/blog\/wp-json\/wp\/v2\/media?parent=830"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.copyexpress.co.nz\/blog\/wp-json\/wp\/v2\/categories?post=830"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.copyexpress.co.nz\/blog\/wp-json\/wp\/v2\/tags?post=830"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}