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Frequently Asked Questions about Document Management
Goodwill is your affordable outsource scanning service bureau. We are committed to quality. Let us assist you in determining the best imaging format for your business. Contact us for your needs. If you don't find the answer to your question here, feel free to email us (kleppert@cincigoodwill.org) your question or call us at 513-771-4800.
- I know I want my documents on a CD, but I'm not sure what format is right for me. Can you help me?
- I know I want bookmarks and hypertext links, but I need someone to help me incorporate them in my document.
- Do I need special software?
- Do I need special hardware?
- Do I need special training to use the document CD?
- What if I upgrade to a DVD player instead of a CD player -- will I still be able to use my document CD?
- Will I be able to use my document CD with new technology developments?
- What if I want another copy of my document CD later?
- What if we lose the CD you provide to us?
- What storage/media options do I have?
- How long will my CD last?
- Will you provide labels for my CD's and cases?
- Can you upload the image files to our server?
- What electronic formats are used for the scanned documents?
- How can I tell what documents are on the CD?
- Do you offer a searchable database of my documents?
- Can you convert my paper files into Microsoft Word® format?
- Can you OCR my documents?
- Can I make changes or add notes to the scanned documents?
- What if my paper is damaged or bound?
- How secure will my documents be at your site?
- Will the sensitive information on my documents remain private?
- Do you return my documents or destroy them after creating CD's?
- What is the geographical location of Goodwill?
- How much do your services cost?
- Should I buy a scanner or outsource my scanning?
- What are the advantages of outsourcing my PDF conversions?
- Which PDF option is right for me?
1. I know I want my documents on a CD, but I'm not sure what format is right for me. Can you help me?
A document imaging specialist will be happy to discuss your various options and help you determine which format makes the best business sense for your needs. In general, Acrobat portable document format (PDF) provides the simplest and most cost-efficient format for your documents. Your files are viewed using the free Acrobat Reader software and the pages appear with all their original formatting, signatures, graphics, etc. in a format that is easy to navigate.
2. I know I want bookmarks and hypertext links, but I need someone to help me incorporate them in my document.
A PDF specialist can discuss with you how your document can be bookmarked and hypertext linked to make navigation easier.
3. Do I need special software?
No special software is needed. PDF documents can be viewed and printed using the free Acrobat Reader from Adobe. Click on the Acrobat Reader icon below to download the latest free version. TIFF images can be viewed using any multiple-page image viewer, such as the one included in your standard Windows or Macintosh Accessories.
4. Do I need special hardware?
A computer with a CD-ROM drive is the only thing you need. Our CD's can be read by Windows, Macintosh, and other platforms.
5. Do I need special training to use the document CD?
Using the document CD is as simple as a few clicks. Navigation through electronic documents, particularly those in PDF, is very intuitive. Many people are already familiar with viewing PDF documents over the internet. If you prefer, our document imaging specialists can talk you through using your CD. Goodwill can provide a "Read Me" file on your CD with instructions for viewing and navigating through your documents.
6. What if I upgrade to a DVD player instead of a CD player -- will I still be able to use my document CD?
DVD players are designed to read CD's as well. Check the manufacturer's specifications to verify that your DVD drive will read CD's. If you prefer, we can submit your documents on a DVD, although the DVD may not be read by standard CD drives.
7. Will I be able to use my document CD with new technology developments?
If you keep your CD or DVD player, you can continue to access your document CD's. Support of CD's within the industry has already been demonstrated by the very fact that CD's can be read in DVD players. Goodwill will keep abreast of major technology developments and will offer conversion services as required by our customers.
8. What if I want another copy of my document CD later?
Goodwill will be glad to provide additional CD copies for a nominal charge. You can order multiple copies of your CD at the time of scanning or at any subsequent time. Goodwill will retain a copy of your CD as a backup for five years as our standard policy (or longer upon request).
9. What if we lose the CD you provide to us?
Goodwill maintains a copy of all CD's we create as a backup. Our standard policy is to keep the backup copy for five years. Retention can be longer upon your request.
10. What storage/media options do I have?
Goodwill stores electronic documents on CD's, DVD's or zip disks (upon request). We recommend the use of CD's and DVD's because they cannot be erased or altered, are non-proprietary, and have a longer shelf life.
11. How long will my CD last?
The published shelf-life of CD's is up to 100 years, according to several sources. Both Sony Electronics and Hewlett Packard publish their CD-R (Compact Disc Recordable) specifications as tested "up to 100 years" archival life.
 12. Will you provide printed labels for my CD's and cases?
Goodwill provides custom-designed CD labels and jewel case inserts. Design and assembly are included at no additional charge for volume projects.
13. Can you upload the image files to our server?
Yes, but this might not be as cost-effective as providing you with CD's to be uploaded by your technician, who is already familiar with your network system. The CD can then be used as your backup copy in case of disaster or as your archival copy.
14. What electronic formats are used for the scanned documents?
Goodwill scans to a variety of formats available on the market today. PDF, TIFF, JPEG, BMP, and GIF are commonly requested formats. We recommend PDF for its added features. TIFF is also an imaging industry standard compatible with most document management systems.
15. How can I tell what documents are on the CD?
Your documents, or the main subject document, will be listed on the CD cover. When you access the CD, the documents will be listed showing the names you provide for them. A copy of the free Adobe Acrobat Reader can also be included on every CD at your request.
16. Do you offer a searchable database of my documents?
PDF normal and PDF hidden text documents will be easily searchable by words contained within the pages. Other PDF options include automatic bookmarks and links to other sections of your document or to other documents on your CD. In addition, short document information fields can be added to documents, known as "indexing", although having your documents indexed is slower and significantly more expensive than creating your documents with logical file names.
17. Can you convert my paper files into editable Microsoft WordŽ documents?
Yes, but it is preferable to give us this request before scanning, so we can adjust the scanning resolution accordingly to accommodate the Optical Character Recognition (OCR). The quality of the resulting Microsoft Word document depends on the scanning resolution and the quality of the original paper document.
18. Can you OCR my documents?
Yes, Goodwill utilizes state-of-the-art Optical Character Recognition (OCR) software. The software we use yields highly accurate results. The accuracy of OCR depends upon the quality of the original paper documents. If you would care to mail us a sample page or two, we would be glad to evaluate the OCR potential of your documents.
19. Can I make changes or add notes to the scanned documents?
Not directly onto the CD. CD's are a read-only medium, which protects your images from being deleted or changed. You can annotate or otherwise edit Word documents once you copy them to your hard drive or other read/write media. However, only limited editing of PDF documents can be accomplished. PDF documents can be made password-secure upon your request.
20. What if my paper is damaged or bound?
Papers which are damaged, torn, or bound will not be suitable for sheet-feed scanning and must be scanned on the flatbed. Please provide us with information regarding the condition of your paper documents when requesting a quote, so we can give you a more accurate estimate of your project.
21. How secure will my documents be at your site?
Your scanning project will be handled by professionals with expertise in document imaging. You can be assured of the careful and confidential handling of all your sensitive documents which are kept in our secure location. All of our employees have federal security clearances, and our facility is video monitored 24 hours a day per IRS Security Requirements.
22. Will the sensitive information on my documents remain private?
Goodwill handles highly sensitive client information on a daily basis. We have been involved in numerous projects for the IRS, attorneys, and other agencies. We handle all types of private information including W-2 forms showing social security numbers, credit information, legal briefs, and government environmental reports.
23. Do you return my documents or destroy them after creating CD's?
Both options are available. Goodwill works with document destruction services to safely and securely shred your documents should you choose to destroy your documents once they are archived.
24. What is the geographical location of Goodwill?
Goodwill is located in Cincinnati, Ohio. We offer pickup and delivery within the local area. We regularly receive shipped documents from across the nation. Please call or write us if you would like our suggestions regarding preferred shipping methods.
25. How much do your services cost?
Pricing for scanning and PDF services is highly variable due to the volume of documents to be scanned, the nature of the original paper documents and the additional PDF services requested. However, scanning is very affordable and can range from as low as $0.07 per page for high-volume, sheet-feedable work with variable pricing for complex services, such as PDF bookmarks, hypertext links, and OCR. As a rule of thumb, documents which contain numerous staple and clips will run slightly higher in price. To make your scanning project much more affordable, please remove staples at your office and insert colored sheets between sections, using binder clips to hold larger sections together securely. For a detailed estimate, contact us directly.
26. Should I buy a scanner or outsource my scanning?
Scanning in-house requires investment in software to save your scanned images to a viewable format. You will spend time and money for training your employee(s) on the software and hardware usage. Many companies find outsourcing their scanning to be more efficient. You save on the time and expense for setting up in-house scanning. Your work is done by professionals with expertise in document scanning and conversion.
27. What are the advantages of outsourcing my PDF conversions?
PDF conversion requires great attention to detail, and it can be a tedious process to create bookmarks and hypertext links. Outsourcing your PDF work saves time and resources, and gives you access to the knowledge and skills of a PDF specialist.
28. Which PDF option is right for me?
Goodwill's preferred format is Adobe Acrobat Portable Document Format (PDF). We specialize in creating quality reports and presentations, combining multiple formats into a single interactive CD.
 Goodwill creates bookmarks and hypertext links to section headings within the scanned or imported PDF file, appendices, photos, and multi-media files, such as PowerPoint presentations and video clips. Navigation through your report and to sections of your presentation is as simple as a single click.
PDF has become universally accepted as a standard format for storage, presentation, and distribution. Users can view, navigate, and print documents using the free Adobe Reader software. Thanks to the internet, many users are already familiar with PDF documents.
PDF captures the exact look-and-feel of your actual document, preserving fonts, format, and signatures. Your documents look the same on any PC and over the internet. They print accurately on any printer.
PDF files can be made searchable. Users can quickly search for text within documents. Bookmarks, hypertext links, and thumbnail views aid in navigating through files. The use of document information fields can assist in quick and easy retrieval.
Many diverse file formats can be converted directly into PDF files. A document containing various formats can be combined into a single PDF file. One PDF file can contain scanned paper, word processing files, spreadsheets, photos, drawings, etc.
PDF File Types
PDF Image Only -- Scanned or converted files are viewed as a picture of the actual document. Although text is not searchable, the use of bookmarks makes document navigation easier. Documents can also be indexed with searchable information fields. PDF Image Only is the most cost-efficient option.
PDF Normal -- Text of the document is fully searchable. This format produces the smallest file size. Please note that this method is only recommended for documents which are being translated/converted directly from Word or Excel (as opposed to being scanned from paper).
PDF Image + Hidden Text -- Creates a combination of the document image with embedded text. The reader sees only the image, never the OCR text. Text is searchable, but editing is not possible. This format produces the largest file size.
Should your needs require full text editing, we recommend OCR (Optical Character Recognition) instead of PDF.
Other PDF Options
Bookmarks -- Section headings and subheadings provide quick access to specific areas of a PDF document. retrieval of chapters, sections, appendices, and illustrations is only a click away.
Hypertext Links -- One-click access to other locations in the same page, same document, or different document. Links between and within documents make navigation effortless. The link can initiate movie clips, PowerPoint presentations, and even the internet to access a website.
Thumbnail Views -- Miniature version of pages can be displayed beside the document. Reader can quickly scan the thumbnail views to find the desired page. A click on the thumbnail brings that page into full view.
Form Templates -- Online forms with check boxes, click buttons, and fill-in text fields for electronic transmittal of form information.
Combined Formats -- Multiple formats combined in a single interactive CD. For example, scanned paper, word processing file, spreadsheets, photos, lab reports, and drawings combined as a single file.
Optical Character Recognition (OCR)
OCR (Optical Character Recognition) -- A scanned document is stored as an image. The text is not recognized beyond being a readable picture of the page. OCR is the process that produces text from that scanned image. OCR makes a document's text searchable.
The OCR text file can be edited or re-used in a word processing program, which saves re-keying time. Accuracy of the OCR process is generally close to 99.995%, but can vary depending on the quality of the paper document and the font size.
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