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Letter Scanning Services


Best Letter Scanning & Preservation Services in San Francisco, CA


Letter scanning is a very important process in the field of letter documenting and management. Letter scanning has been recognized a gold standard for document preservation over the years because it provides good quality and also efficient way to organize, index, search and manage large number of letters.

 

Letter scanning service is an important document management service that helps you organise your valuable documents and letters. For business owners, it is extremely crucial to be efficient and organised at all times with all operational decisions in order – including letter scanning service. It involves the preservation, organization and tracking of letters. By creating an organized inventory of letters in your database, you can access them whenever you need them.

 

Letter scanning is an important practice for most organizations and libraries. With the proliferation of modern technology, letters and documents have become significantly more digitized in recent years. The key to making this work is to make sure that each letter or document is properly scanned. Continuing the discussion, let's get started with what is letter scanning service?

 

What are Letter Scanning and Preservation Services?

Records of past letters personal or business have a greater impact on the present communication. This is the reason for scanning, organizing, and digitizing the old letters. The quality of scanning letters plays a vital role in the preservation of historical letters. The professional agencies use OCR technology to scan handwritten or typed letters. 

A digital library with a collection of letters is created that helps in organizing letters by minimizing the cost of preservation. One more aspect of the letter scanning and preservation process is security. Maintaining the confidentiality of information is utmost important while you digitize the old letters( business or personal)

Letter scanning and preservation will keep your files safe through the professional  digital storage solutions. While files can be saved to a server, backup discs, or the cloud, the renowned agencies  will guide you in best practices to keep your correspondence private and secure. 

Why Do You Need to Scan and Preserve Old Letters?

If we look back, each one of us has a collection of old letters, holiday cards, postcards and special handwritten notes. Creating a digital library with the collection can allow us to preserve these historical documents for a longer period. Letter scanning is important for the following reasons:

> Though letters contain personal information and they are a sneak -peak into an individual's personal space , yet scanning is required as with time they will become fragile

> Scanning letters will help you reduce carbon footprint and help you get rid of physical occupancy of space. Also, digital copies of letters are easily accessible and shareable .

> Digital library of historical letters can become an informative source of facts that are not so common. The letters shared during war times, business letters and notes are valuable. The organizations like to preserve them 

> The old postcards and letters have the date and city mentioned . you can create an index of letters capturing the information. This information is significant for maintaining archival data.

How will eRecordsUSA help in Letter Scanning and Preservation?

We at erecordsUSA provide safe scanning and preserving of old, and  fragile letters. We use flatbed scanners to scan the letters in a cost -effective way. Our process is a cost-effective solution especially for bulk document scanning. It includes

Step 1: Decide on the capturing technique. 

Two types of techniques are used: directly scanning the letter and storing it as an image then further storing them in PDF or easily convertible digital format. 

The second method is to extract the information contained in letters using the OCR technology and storing them in a template form.

Step 2: Preparing the documents for the quality scan.

Step 3: Choosing the capturing and conversion method is the first step and choosing the conversion format is another important step in the entire process.

Step 4: Scanning and storing the image in TiFF, PDF , JPEG or GIF format to convert them in the form of a digital library.

Step 5: Sometimes the images are edited to maintain quality. However, this step is expected in case of OCR document scanning

eRecordsUSA is an ISO / ISMS certified  company known for delivering the best document scanning & imaging services in San Francisco CA 

So, if you are having a collection of old letters and looking for a cost effective and high quality document scanning company, eRecordsUSA will be the right choice.

We have the capacity & capability to process a large volume of records each day.

 

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SCANNING AND PRESERVING OLD FRAGILE LETTERS FAQS

 

Q 1. HOW DO YOU PRESERVE LETTERS?

Maintaining physical copies of letters (personal or official) is difficult. That’s why most people prefer to scan and digitize letters. This way we can store digital copies of letters. We can even use templates to create a library of old letters to make them more attractive. Storing digital copies of letters is a safe and eco-friendly preservation way.

Q 2. WHAT IS SCANNING A LETTER?

The letter scanning process starts with the preparation of editing the old letters and making them ready for scanning. Once the fragile letters are readable, they are scanned and stored as an image. One more technique is using OCR technology that directly extracts the information and stores them in digital copies. The process of scanning and digitization of letters is also known as letter conversion or document imaging.

Q 3. WHAT MAKES A GOOD PRESERVATION LETTER?

A good preservation method includes a superior quality scan using high-end scanners so that a readable image of the letter is created. Letter preservation is not only a digitization process but preliminary it is an effective method to minimize paper use.

Q 4. HOW DO YOU DIGITIZE OLD LETTERS?

Letter scanning and digitizing are not as easy as it seems. The letters are scanned with high-quality scanners capable of producing images of more than 300 ppi. Also, the images must have clear lines without any marks. The images are then stored in PDF, JPEG, and GIF formats. The professional scanning and digitizing agencies use advanced techniques to enhance  and edit the image to make it readable

Q 5. WHAT IS THE BEST WAY TO PRESERVE OLD DOCUMENTS?

The best way to preserve letters is to convert them into digital formats. The physical copies are difficult to store as the paper has a limited life. Moreover, arranging a physical space for storage is a tough task. As time passes, the letters will become fragile and fade. In the digital age, scanning is the most cost-effective and trustworthy method to preserve old letters.

Q 6. HOW DO I SCAN A VERY OLD LETTER?

Professional agencies use special scanners to preserve historical documents. The quality of the letter is enhanced before scanning. A stepwise method to digitize images includes

Step 1: Collect all the leers to scan and do a quick quality check
Step 2: Do a high-quality scan
Step 3: Save letters in digital formats
Step 4: Create a library using templates
Step 5: Protect and Safely Store files. You can also opt for cloud storage

The documents are no longer fixed images that are difficult to utilize – you can easily type in any updated information.To receive a free quote, or to begin benefiting from letter scanning porject, Call +1.855.722.6669 or eMail us at info@eRecordsUSA.com now.

 

 

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