California Government Code Section 12168.7, which deals with storing and recording permanent and nonpermanent documents in an electronic format, is lacking specification and clarity. Many attempts have been and are being made to adopt certain statewide standards for electronic storage. The use of PDF/A, which is listed in ISO 19005-1, seems to be the heir apparent in records management. Albeit - with some controversy amongst Records and IT managers.
The PDF/A standard does not define an archiving strategy, but instead identifies a compliant format for electronic documents that ensures they can be reproduced consistently and predictably, in the exact same way, well into the future.
The PDF/A offers users a way to preserve electronic documents in a manner that maintains the documents visual appearance over time, independent of the tools and systems used for creating, storing or rendering the files.
Based on portable document format (PDF) technology from Adobe Systems Inc., PDF/A eliminates PDF features not suited to long-term archival, such as audio, video and transparency.
A vital component to PDF/A reproducibility is that the documents must be 100 percent self-contained. This feature ensures that all information needed to display the document in the same manner every time is embedded in the file. Included in each PDF/A file is all content, including text, raster images and vector graphics; as well as fonts and color information.
Matt Monaghan
SoftFile
(916) 927-4211
mattm@softfile.com
Friday, December 30, 2011
Tuesday, August 2, 2011
Price Per Box
Lately, SoftFile has been asked to offer document conversion quotes "per box." Presumably, this is because other vendors are pricing document scanning services in this fashion. The following illustrates why a price "per box" is a bad idea for the customer.
All box content are not equal, consider the following two example;
Box #1 Example
At first glance, Box #1 has about 40 folders and each folder has about 30 sheets of paper (or 1,200 sheets of paper total).
Further, in order to find what you are looking for, each folder must be electronically indexed by say a 7 digit number which might be located on the folder's tab (or 280 characters total).
Finally, in order to get these folders scanner ready (document preparation) assume it will take a SoftFile employee 30 minutes.
Assume the following rate schedule;
Box #1 Example Rate Schedule
Box #2 Example
At first glance, Box #2 has about 2,200 sheets of paper.
If you look really close, there seems to be a staple (a new file or different document) every 20 pages (so there are about 110 individual files).
Further, in order to find what you are looking for, each folder must be electronically indexed by say a 7 digit number which might be located on the folder's tab (or 770 characters total).
Finally, in order to get these folders scanner ready (document preparation) assume it will take a SoftFile employee 1 hour.
Assume the following rate schedule;
Box #2 Example Rate Schedule
In conclusion, a blanket quote of say $150.00 "per box" is really a poor way to quote a large volume document conversion project. This pricing method, although easy for the vendor to quote and for the customer to compute, generally benefits the vendor more than the customer. Further, most boxed document look more like our Box #1 example.
Finally, the more pages per one file (one PDF), generally the less expensive the total project will be.
For more information contact SoftFile at (916) 927-4211 or email us at info@softfile.com.
Matt Monaghan
SoftFile
(916) 927-4211
mattm@softfile.com
All box content are not equal, consider the following two example;
Box #1 Example
At first glance, Box #1 has about 40 folders and each folder has about 30 sheets of paper (or 1,200 sheets of paper total).
Further, in order to find what you are looking for, each folder must be electronically indexed by say a 7 digit number which might be located on the folder's tab (or 280 characters total).
Finally, in order to get these folders scanner ready (document preparation) assume it will take a SoftFile employee 30 minutes.
Assume the following rate schedule;
Box #1 Example Rate Schedule
| Service Description | QTY | Rate | Unit | EXT |
| Document Preparation | 0.5 | $16.00 | Hour | $8.00 |
| Document Scanning | 1,200 | 0.05 | Image | 60.00 |
| Data Entry | 280 | 0.01 | Character | 2.80 |
| Total | $70.80 |
Box #2 Example
At first glance, Box #2 has about 2,200 sheets of paper.
If you look really close, there seems to be a staple (a new file or different document) every 20 pages (so there are about 110 individual files).
Further, in order to find what you are looking for, each folder must be electronically indexed by say a 7 digit number which might be located on the folder's tab (or 770 characters total).
Finally, in order to get these folders scanner ready (document preparation) assume it will take a SoftFile employee 1 hour.
Assume the following rate schedule;
Box #2 Example Rate Schedule
| Service Description | QTY | Rate | Unit | EXT |
| Document Preparation | 1 | $16.00 | Hour | $16.00 |
| Document Scanning | 2,200 | 0.05 | Image | 110.00 |
| Data Entry | 770 | 0.01 | Character | 7.70 |
| Total | $133.70 |
In conclusion, a blanket quote of say $150.00 "per box" is really a poor way to quote a large volume document conversion project. This pricing method, although easy for the vendor to quote and for the customer to compute, generally benefits the vendor more than the customer. Further, most boxed document look more like our Box #1 example.
Finally, the more pages per one file (one PDF), generally the less expensive the total project will be.
For more information contact SoftFile at (916) 927-4211 or email us at info@softfile.com.
Matt Monaghan
SoftFile
(916) 927-4211
mattm@softfile.com
Friday, July 1, 2011
Plastic Card Die Cut Catalog
Plastic cards promote repeat business and customer loyalty. Plastic cards have a higher perceived value than paper cards. All this adds up to a great product for you to offer your customers. This brochure displays SoftFile's line of die cut plastic cards.
Are you looking for a unique die cut design for your loyalty card? SoftFile has it.
Licensing agencies, are you still using paper license cards for your licensees? A licensee cannot realistically keep a paper license with them at all times because they deteriorate rapidly. Your professional licensee deserve a professional looking card. SoftFile offers plastic license cards with customized holograms.
Not only does SoftFile make plastic cards, we will mail them to your members or licensees for you.
This information has been provided by:
Matt Monaghan
SoftFile
(916) 927-4211
mattm@softfile.com
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