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. Many businesses prefer smaller pick-ups rather than one large one. It is imperative that any document imaging service understand
that your documents are irreplaceable. We make every effort to make you feel 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. All pages are rotated to the proper orientation.
Many document imaging service bureaus will give a separate price for document preparations. Knowing the document prep prices will
allow you to determine if it's worth having you own staff prep the documents before sending them out. Most of the time it's cheaper and more
efficient to let the document archiving company do the document prep work for you.
Paper Scanning
 We scan all documents on 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) This technology ensures every image has the perfect contrast and brightness ratios. All images are de-skewed,
despec kled, 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. Therefore, think before you scan. If you don’t need it in color, take the savings and
scan it in black and white.
Quality Control
We visually inspect every image before it is released to the next process. If an image is too dark or too bright it must be
re-scanned. This is always included in all of our document scanning agreements.
Document Indexing
All documents need to be retrieved at some point. If no one ever needed to find them, this process would be unnecessary. We index
to your specifications. Your documents can be indexed by one field or more. 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, and a typical user can be trained in less than one hour.
There are literally dozens of other search and retrieval applications as well. If you have a older legacy system, images can be
released with custom text release formats for easy importation.
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