In Lancashire I sent out some 1,500 site reports, surveys, etc. to be
scanned and converted to PDF files so that I could 'bin' the paper copies
and free up some storage space, as well as being able to pull them up
digitally from the SMR GIS.  After getting quotes we plumped for a firm 'in
the Midlands *' who came and collected the reports and were to scan them and
return the paper copies.  

They were just producing 'images' of the reports, not making them into
word-processor files.

The quoted price (including collection/delivery and providing the PDFs on
CD-ROM) was in the order of £1,800.  

Unfortunately we had to reject about 1/3rd of the scans as of too poor
quality. 18 months on they are on their 3rd attempt to get it right.  We are
still waiting (and have not paid the bill).

In theory it was a good idea,  those scans that 'worked' are great, but if
doing it again I would release several smaller batches of reports with a
penalty clause of some type.  


Oh, by the way, we now ask contractors to send reports on CD-ROM as PDF
files, which gives a 'cleaner' report in the first instance and is very
little extra work for them. 


Peter Iles
Specialist Advisor (Archaeology)
Lancashire County Council Environment Directorate
PO Box 9
Guild House
Cross Street
Preston
PR1 8RD

T 01772 531550
F 01772 533423
E [log in to unmask]


[*  name withheld to protect the guilty]



-----Original Message-----
From: Morrison Jennifer [mailto:[log in to unmask]]
Sent: 15 November 2005 13:50
To: [log in to unmask]
Subject: Re: HER disaster plans


Thanks Nick
this is food for thought

Jenny





Nick Boldrini  (11/11/2005  09:33):
>Hi Jenny
>
>hope all is well in the Toon.
>
>I think Mike Hemblade from whichever bit of Lincolnshire he looks after
might
have some info on scanning documents, as I am sure they have done something
along these lines and it only cost a few hundred quid. Though I may have the
wrong person, I am sure it was something I heard at a regional SMR workshop
not
too long ago, so its someone from the NE/Yorkshire area who has done this.
>
>As for backing up our paper archives - we don't yet. I have an adhoc policy
of
removing duplicates from our files (ie if we have two copies of report, etc)
with the idea of storing these off site, but it is obviously random as to
what
is archived this way, and at present they are still in the office.
>
>We also have a typing pool here, so I am getting them to type up some
manuscripts so we have a digital copy of them which we could print out if
needed. This is a bit more focussed, as we are doing this for things which
are
our copyright which we only have a few copies of.
>
>Another point to ponder is the cost of archiving stuff which may be
available
elsewhere. Eg Contractors reports should be available from the contractor or
archive, so is it worth paying to back these up as opposed to paying to get
a
copy if (and hopefully that's a big if!) it is needed?
>
>My view on that is that when we are looking at our backing up of our paper
files I will suggest we concentrate on things that as far as we know are not
archived any where else.
>
>But we don't have a formal strategy yet (for anything to do with the HER,
not
just Disasters). We did start one, but it has been overtaken by the start of
a
Management Review, after which I am sure we will come up with a formal HER
strategy.
>
>hope that helps
>
>
>best wishes
>
>Nick Boldrini
>Historic Environment Record Officer
>Heritage Section
>Countryside Service
>North Yorkshire County Council
>Direct Dial (01609) 532331
>
>Conserving North Yorkshire's heritage - encouraging sustainable access
>www.northyorks.gov.uk/archaeology
>
>This email is personal. It is not authorised by or sent on behalf of North
Yorkshire
>County Council, however, the Council has the right and does inspect emails
sent from
>and to its computer system. This email is the sole responsibility of the
sender
>
>>>> [log in to unmask] 10/11/2005 10:56:00 >>>
>Hello all,
>
>We're revising our HER disaster plan and back-up system at Tyne and Wear.
We
>currently have our paper archive which accompanies the database,
periodically
>photocopied for storage off site in case the original goes up in flames
etc.
>However we've accumulated so much information now that we need to be
looking at
>perhaps scanning the information and storing it on CD/microfiche etc. I'm
>interested to hear how other SMRs and HERs back up their paper
>archives/photographs etc and if anyone has contact details of companies who
can
>carry out the scanning work for us. How much does this sort of exercise
cost???
>
>I'd be grateful for any advice!
>
>Thanks
>Jenny
>
>Jennifer Morrison
>Tyne and Wear Archaeology Officer
>
>Historic Environment Section
>Urban Design and Conservation Group
>Planning and Transportation Website address www.newcastle.gov.uk
>Regeneration Directorate
>Newcastle City Council      Tel    +44 0191 277 7193
>Civic Centre
>Newcastle upon Tyne  Fax    +44 0191 211 4998
>NE1 8PH       e-mail [log in to unmask]
>
>or
>
>West Chapel   Tel & Fax     +44 0191 2816117
>Jesmond Old Cemetery
>Jesmond Road
>Newcastle upon Tyne
>NE2 1NJ
>
>
>
>
>
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Jennifer Morrison
Tyne and Wear Archaeology Officer

Historic Environment Section
Urban Design and Conservation Group
Planning and Transportation Website address www.newcastle.gov.uk
Regeneration Directorate
Newcastle City Council      Tel    +44 0191 277 7193
Civic Centre
Newcastle upon Tyne  Fax    +44 0191 211 4998
NE1 8PH       e-mail [log in to unmask]

or

West Chapel   Tel & Fax     +44 0191 2816117
Jesmond Old Cemetery
Jesmond Road
Newcastle upon Tyne
NE2 1NJ





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the system manager.
All incoming and outgoing e-mails are monitored for the presence of 
profanity and racist remarks, pornographic, sexually explicit or obscene
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City of Newcastle website:-  http://www.newcastle.gov.uk
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Competitive City:- http://www.newcastle.gov.uk/compcity
Visit NewcastleGateshead:- http://www.visitnewcastle.co.uk
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