Document Imaging Process

Pick-Ups

Pick-ups are scheduled 24 to 48 hours after the client’s call. We offer the option of having your boxes picked up in bulk or in small groups. It is imperative that any document imaging service understand that your documents are irreplaceable. We make every effort to make our clients comfortable with the entire process.

We provide box labels to be adhered to all outgoing boxes. These labels contain a unique box number and barcode. The boxes are scanned in at pick-up using barcode readers. This process eliminates errors during the log in process.

Document Prep

Prepping your documents for scanning is an often overlooked step in most document imaging projects. All staples are removed, all torn sheets are repaired, all booklets are broken apart and all sticky notes removed.

Paper Scanning

We utilize the industries best scanners. All document scanners we use employ whistle miss-feed detection. This technology ensures no documents are lost due mis-feeds. Many scanners detect mis-feeds by length or thickness of the scanned piece of paper. Whistle mis-feed detection sends sonar waves through the paper to determine if two pages were scanned simultaneously.

Virtual Rescan (VRS) VRS ensures every image has the perfect contrast and brightness ratios. All images are de-skewed, despeckled, and enhanced. In most cases the scanned image is equal to or better than the original copy.

Documents can be scanned in color, grey-scale, or black and white, at the dpi of your choosing. Because color and higher dpi scanning take longer to scan, we must charge higher rates. If you don’t need it in color, take the savings and scan it in black and white.

Document Indexing

All documents need to be retrieved at some point.  We index to your specifications. Your documents can be indexed by one or more fields. Indexed data can be compared to tables or databases you may have, this will ensure accuracy. Tables can also be used to populate other fields. Additionally, key index fields can be double keyed to ensure accuracy.

Search and Retrieval Software

Once all your documents are scanned, they need to be placed into a document scanning archive retrieval system. We typically use an application called Alchemy as the document repository. We provide this software to you free of charge for a single seat. There is a per seat charge if additional seats are required. This software is easy to use, a typical user can be trained in less than an hour.