Preparation

Staples, paper clips and post-its need to be removed. This will prevent the scanner from blocking. In addition, each document or file must be accompanied by a cover sheet. As a result, the scanning software 'knows' when a new digital document needs to be created.

Making your documents 'ready to scan' therefore requires a series of small but time-consuming, manual actions. We are happy to take over those tasks from you. We can also lend a hand when packing the archives. During the start-up phase, we will discuss the exact division of tasks with you.

Packing and collecting your documents.

We'll send you all the tools you need to pack your archive. In your own boxes or in Merak archive boxes.
Hulp nodig? Need help? Then we're happy to lend a hand. The barcodes you get from us are stuck onto the boxes. The codes are used to link the box, the customer and the inventory (content list).

Our driver will scan every box affixed with a barcode upon pickup. From that moment onwards, your archive will always be traceable in our central database. Then our driver can take your documents to our scanning centre. Our drivers are trained to follow all procedures closely. To completely rule out abuse, our vehicles are equipped with communication, navigation and tracking systems.

Merak digitises all formats.

Documents:
The state-of-the-art scanners process over 200 documents per minute. They handle paper of different sizes at the same time and carefully monitor the flow with detectors.

Books:
We can scan books up to an A2 format. (open book) Your books do not need to be taken apart and thus remain completely intact. For this, we use a professional book scanner with smart software (LIMB) that optimises the scans and thus ensures high quality images.

Plans:
With our professional plan scanner and accompanying software, we scan your plans (up to A0) without any problem. All scans are performed according to the features discussed: resolution, colour,...

Triple quality control:

1. Settings check
The computer automatically checks that the settings match the scanning application.

2. Visual check for scan quality
A supervisor samples and checks the scans for readability and scan quality.

3. Visual check for indexes
An employee checks that the indexes have been given the correct naming convention.
The images will not be delivered until these three checks are positive.

Delivery

Once everything has been digitised and checked, you will receive the scans as agreed. Via data transfer (email with a secured download link), via FTP or using the digital archive tool Merak Archive Online.
What happens to the originals? This is also discussed during the start-up phase. There are three options:

• Having Merak store them for you
Learn more about archiving paper documents?


• Having them destroyed by Merak.
Merak stores the papers for the first 90 days (free of charge). 30 days before the end of these 90 days, you will receive a summary of the documents to be destroyed. You will provide us with a signed confirmation for destruction.
Has everything been destroyed? You will then receive confirmation of this destruction within 60 working days.


• Having them returned to you by Merak
Do you want the digitised documents to be sent back to you? Then we will store them neatly in the original box and return them to you according to the Merak security measures.
Or, you can pick them up yourself at Merak's.