Solutions
Document Digitization & Capture
Backfile conversion is a throughput purchase: production scanners, capture workstations and somewhere to put the output. Uniqcli quotes and stages that line — the retention schedule, the indexing and the records decisions stay with your records office.
- Category
- Production scanning, capture workstations and output storage
- We quote
- Scanners, capture workstations, displays and retention storage
- Sized against
- Pages per day, document condition and the conversion deadline
- Boundary
- Records retention, indexing and compliance decisions stay with your records office
Backfile conversion is arithmetic before it is technology
A digitization program has a page count and a deadline, and those two numbers produce a required throughput that decides everything else: how many scanners, of what duty cycle, staffed by how many operators, feeding workstations that can keep up with image processing, writing to storage sized for the output at the resolution your retention policy requires. The hardware side of that is straightforward to quote once the arithmetic is done. The part that is not hardware — what gets scanned, how it is indexed, how long it is kept and what happens to the paper afterwards — belongs to your records office, and it should.
Duty cycle, document condition, and the output nobody budgeted
Duty cycle is the number that matters on a scanner, and it is not the same as the pages-per-minute figure on the front of the box. A desktop unit rated for a few thousand pages a day will not survive a backfile project, and the failure shows up as downtime in the middle of a deadline. We quote to the daily volume you have to sustain, with the honest note that operator time, not scanner speed, is usually the real constraint.
Document condition changes the specification more than most plans allow for. Staples, folds, mixed sizes, carbon copies, oversized drawings and fragile originals each push toward different feed mechanisms or toward flatbed handling — and a project that assumed clean letter-size stock discovers this in week two. It is worth describing the material honestly when asking for a quote.
Output volume is the third surprise. Scanning at the resolution and color depth a retention policy specifies produces far more data than a pilot suggests, and the storage line is frequently omitted from the first budget entirely. We quote it with the scanners so the whole conversion is costed rather than half of it.
The conversion line, quoted together
Scanners, workstations and storage quoted as one line so throughput is consistent end to end. Naming a manufacturer describes the market, not a Uniqcli partnership or endorsement.
Scanners
Departmental and production scanners quoted to sustained daily volume and to the condition of the material, including flatbed handling for fragile or oversized originals. Epson and other vendor lines are quoted to the duty cycle the project requires rather than to a headline speed.
Capture workstations
Lenovo desktops with the processor, memory and local storage that image processing and OCR actually consume, plus the displays operators need for quality review. Imaged to your build and delivered ready to issue.
Output storage
Nexsan arrays and drive shelves sized to the output volume at your specified resolution, with the host path quoted alongside so the array arrives connectable rather than as a box awaiting a plan.
What stays with your records office
We supply and stage equipment. We do not operate a scanning bureau, we do not perform conversion as a service, and we do not make representations about whether a digitized record satisfies a retention schedule, an evidentiary standard or a records-management regulation. Those determinations belong to your records officer, your counsel and the authority that governs the record — and no hardware purchase changes them.
Capture, OCR and records-management software is sourced on request through authorized US distribution where a project calls for it, and quoted as licensing lines. Selecting it, configuring the indexing scheme and validating the output against your retention policy stays inside your program.
What we will do is make the hardware side honest: quote to the throughput you have to sustain, say when a cheaper scanner will not survive the project, and include the storage line that first budgets routinely leave out.
Digitization questions
How many scanners do we need?
Divide the page count by the working days available, then divide again by a realistic per-operator daily rate rather than the scanner's rated speed — operators, preparation and quality review dominate real throughput. Send those numbers and we will size the line and say where the constraint actually sits.
Do you provide the capture or OCR software?
Capture, OCR and records-management products are sourced on request through authorized US distribution rather than held in stock, and quoted as licensing lines when a project calls for them. Configuration and indexing design stay with your team or your software vendor.
Can you scan the documents for us?
No. We supply, configure and stage the equipment; we do not operate a conversion bureau or handle your records. Many agencies run conversion in-house with staged equipment precisely because the material cannot leave their custody.
Will digitized files meet our retention requirements?
That is a determination for your records officer and the authority that governs the record, not something a supplier can assert. We can quote equipment capable of the resolution, color depth and file formats your policy specifies — the judgment that the result satisfies the policy stays with you.
What about oversized drawings and fragile originals?
Those need different handling — wide-format or flatbed rather than a high-speed feeder — and they are worth calling out when you ask for a quote. Describing the material honestly at the start avoids specifying a line that damages the very records it was bought to preserve.
Delivery
Staged, imaged and delivered to the conversion room.
Scanners configured, workstations imaged to your build, storage quoted to the real output volume, and the whole line delivered together so the project starts on schedule rather than in stages.
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Send the page count and the deadline
Those two numbers size the whole line. We will quote scanners, capture workstations and the storage behind them together.