X – Files (GB) Ltd provides a unique document scanning service to Private and Public Sector organisations throughout the UK.  Our experience has enabled us to develop processes that are fast, effective and hassle free for our customers. Due to a simple costing model we have removed duplication of processes which enables us to offer the best prices per scan rate in the industry.

Our prices start at ½p per image

Hardware

X – Files use the latest Kodak Scanners, producing High Resolution Black & White and Colour images.  We are able to scan all sizes and material of document from A0 to A4, including films, microfiches etc.

The images can be supplied in industry standard output formats: .tiff, .giff and .pdf.  To ensure that the clarity of the images and the preparatory work needed to get them to the scanner is of the highest quality, our software randomly selects images for Quality Assessment. We check twice the number of images to the industry standard 10%, this figure can be higher if required by the client.

Software

We currently supply records to our customers electronically via a secure portal, as well as in hard copy form if requested.  The data that is sent via the secure portal is encrypted to 256ssl bit standard which is the same level of security that you find in internet banking services.  Our preparation and scanning processes comfortably achieve the PD0008:1999 Standard (Code of Practise for Admissibility and Weight of Information Stored Electronically).

X – Files use the C-Cube scanning module.  We currently use this software for the scanning of NHS Patient Record Folders.  This software indexes by Patient Name, Patient Number, Date of Birth and by Hospital Specialty.  By a simple re-organisation of the software it can be indexed by whatever parameters the customer requires.

• The C-Cube products are integrated and employ an open architecture, using any standard SQL database, such as Oracle, MS SQL Server, Sybase, Progress, Informix, etc.
• All document files are held in non-proprietary format, including scanned images which are held in TIFF format with CCITT Group 4 compression.
• The C-Cube Web API supports two-way integration with third-party systems using XML based web services.
• The system supports an object-oriented architecture which is able to support a variety of file formats, particularly scanned images (TIFF, PDF formats) as well as Microsoft Office documents, e-mail content and captured fax enabling “cases” of documents associated with employee transactions to be created, listed and viewed.
• The system provides a dynamic interface to other desktop applications using Web APIs, XML, HL7, etc.
• Stores images as standard CCITT Group 4 TIFF, with support for JPEG, resulting in compressed image files requiring little bandwidth when transferring across networks.

Management Information

Our Locator Software also provides Management Information which is crucial not only to our customers, but also to X – Files, as it enables us to continue to improve and refine our service.  The type of information that we currently provide our clients is, A Client Query Log, Number of Documents retrieved and scanned during a certain time period and X – Files’ Performance against an agreed Service Level Agreement.  This list is not exhaustive and we can produce other reports on request. 

Storage and Security

X – Files has 190,000 m³ of secure storage space.  This consists of 4 Industrial Units in 2 blocks of 2, located next to each other and within a secure perimeter fence.  Each unit is separated by a fire door.  The Red Care Fire Alarm system is directly linked to the local fire brigade.  The entry/exit points of the X – Files premises are fully covered by concealed, monitored CCTV cameras.  All premises are protected by SECOM or ADT alarm systems.