Imaging Project Checklist ► Perimeter Group

In order for Perimeter Group to provide you with an initial cost estimate for your imaging project, the following items will assist us in understanding your specific volumes and requirements.

*Starred items in this form are mandatory and must be completed. They contain other questions that will assist us in preparing a quotation.

Name *

First

Last

Email *

Are your files currently stored in filing cabinets? *

Yes
No

Number of Standard Cabinets

How many drawers are in your filing cabinet? (Standard)

Are the standard cabinets Letter or Legal Size?

Number of Lateral Cabinets

How many drawers are in your filing cabinet? (Lateral)

Are the Lateral Cabinets 33 1/4” or 39 1/4” in usable filing space

Do your files contain any of the following? *

Do you have an open shelf filing system? *

Yes
No

Describe your Open Shelf Filing System

Do you have any documents you wish scanned that are already in standard bankers boxes *

Yes
No

Number of banker boxes on-site

Number of banker boxes off-site

Are your documents? Single or Double Sided *

Single Sided
Double Sided
Both

Estimate Percent of Double Sided Documents

Do you wish the files scanned at the file folder level or are they being scanned at the document level?

Tell us about your documents

Are the documents filed on posts in file folders? *

Yes
No

Are individual documents within the files also stapled?

Yes
No

What condition are your documents in? *

Active documents in good condition
Old Archive that may be in poor condition

Old archives contain thermal faxes, torn, in any way damaged documents

Do you or have you used sticky notes in your files?

Yes
No

Do you wish the sticky notes to be scanned with the appropriate document? *

Yes
No

Are there any other bindings used other than staples? *

Yes
No

Bindings others than staples

What do you want to call your documents?

Most times clients will want to mirror the file naming currently used on the paper documents but you can determine file naming at the start of the imaging project. Do you currently use a unique file number or identifier, client name, description? This data can be built in to the file name or you can use a unique identifier and we can build an index of the additional metadata to link the file to.

What will my scanned documents look like?

Perimeter-Group provides 300 dpi, full colour 24 bit scans as our deliverable to clients. Most documents have some sort of colour that is important to the clients, highlighters, highlighted spreadsheets, colour coded stickys etc. Whatever your specific requirements, colour scanning meets these needs, provides a superior quality image and collects more data for the OCR (Optical Character Recognition) process so that the searchable data has a higher “hit” ratio over black and white scanning. With today’s compression technologies we can provide high quality images with small file sizes that are manageable.

Deliverables

Our standard file format deliverable is industry standard, Adobe PDF with hidden OCR to make the machine text searchable. We can provide this file format for all scanned documents regardless of their original form. For oversize plans or maps we can also provide TIFF or JPEG file formats or DXF for CAD.
Data is provided to you in multiple forms from encrypted USB or external hard drives to secure cloud based systems.