Business supplies and services: Enquiry form for document digitisation companies
An enquiry form for document digitisation companies that captures box volume, document structure and the desired file layout, so a scanning project can be assessed before anyone visits the archive.
What makes an enquiry complete for document digitisation companies.
An enquiry to a document digitisation company often starts with the line that there is a cabinet of lever arch files that needs digitising. Whether those files are ordered by client or by year, whether there are plastic sleeves, staples and sticky notes inside, and whether the client wants one file per case or per document only becomes clear on a visit. Who will use the files and in which system is often unknown to the person enquiring. Without that information, estimating preparation, scanning time and indexing is guesswork, and the gap between estimate and reality ends up in the quote.
Enquiry form for document digitisation companies
Example- 1
Describe the archive in plain words
DoneThe form starts with questions a client can answer: what kind of documents, how many boxes or shelf metres, how it is ordered and where it is kept.
- 2
Record structure and wishes
In progressNext the form asks how the files should be built: one file per case or per document, which fields belong in the file name or index, and whether text should be searchable.
- 3
Hand over an assessable enquiry
NextThe account manager receives a summary with volume, ordering, desired layout and open points.
From form to assessed enquiry.
Describe the archive in plain words
The form starts with questions a client can answer: what kind of documents, how many boxes or shelf metres, how it is ordered and where it is kept. With choices and example photos of a lever arch file, suspension file or bound register, they pick what looks closest, even without knowing the trade terms.
Record structure and wishes
Next the form asks how the files should be built: one file per case or per document, which fields belong in the file name or index, and whether text should be searchable. If an answer is missing because the person does not know, it becomes an open point rather than a mandatory field.
Hand over an assessable enquiry
The account manager receives a summary with volume, ordering, desired layout and open points. They see whether a visit to take a sample is needed or whether photos will do. Attachments such as an existing archive list or an example of the desired file name come along.
Enquiries in one place, not the inbox.
Clients sometimes have an archive list in a spreadsheet or an overview from their own records system; the form accepts it as an attachment rather than asking for retyping. Where the files go after scanning, such as a document management system or a case management package, is asked as a choice of system types, so the export requirement is clear. The client remains owner of the archive list and the indexing wishes. The enquiry lands where you already start projects.
Sample on site or by photo
A visit with a sample gives the best picture of staples, formats and paper condition, but takes time before a quote exists. Photos of a few opened boxes are faster and often enough for a first estimate. For large or mixed archives a visit remains sensible; the form helps decide when.
Fix index fields now or later
Some clients know exactly which fields they want; others only find out when they see sample files. Fixing fields upfront makes the quote more precise, but adjusting later is sometimes more realistic. The form asks which fields are certain and which are still open, so the quote can treat each differently.
Per department or as one archive
In organisations with several departments, an archive sometimes arrives in parts, each ordered its own way. One enquiry for everything keeps the overview but mixes different structures. A separate section per part within the same enquiry shows which part needs which layout, without spawning separate projects.
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Read the storyWhich questions the form asks.
At the start the form is ready with archive description, structure wishes, open points and attachments, and it produces a summary for the account manager. We send two through together before it goes live: an enquiry for a tidy cabinet of client files, and one where bound registers and loose drawings are mixed together. Passing enquiries to your project administration and a follow up question for clients who had part scanned before can be switched on later.
View pricingHosting and careGood to know.
Explore pricing and optionsWhat if the client does not know how the archive is ordered?
They can send photos of a few opened boxes or files. From the tabs, labels and separator sheets the account manager can usually tell quickly how it is organised. If it is still unclear, it becomes a reason for a short visit with a sample.
Can we ask how many pages the archive contains?
Hardly anyone knows. The form therefore asks for boxes, files or shelf metres and how full they are. Drawing on your own experience with such boxes, the account manager converts that into an estimated page count, with a range that reappears in the quote.
How do we capture the desired file name?
The form lets the client choose from examples or type their own, such as file reference, surname and year. The account manager then sees which details must be read from each document. If the client is unsure, it stays open until the sample files are ready.
Can one enquiry cover several locations?
Yes. For each location you enter the address, volume and particulars such as access or a basement without a lift. The planner can later see whether each location needs its own collection and whether an archive is better prepared on site first.
What often connects to this.
- Website for document digitisation companiesA website for document digitisation companies that explains scanning services, indexing options and the handling of originals clearly enough for a records manager to recognise their own project before enquiring.
- Quotation software for document digitisation companiesQuotation software for document digitisation companies that prices page count, preparation and indexing fields separately, so a client sees which choices drive the cost of their scanning project.
- AI enquiry assistant for document digitisation companiesAn AI enquiry assistant for document digitisation companies that answers clients about file structure, index fields and project arrangements using only approved information, and hands doubtful cases to a person.
Enquiries that arrive complete.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Enquiry form for document digitisation companies: box volume, document structure and desired file layout captured upfront, ready for assessment.
- Describe the archive in plain words
- Record structure and wishes
- Hand over an assessable enquiry