Need Document Scanning?     Ready to Start? 800-882-7500

Well you have come to the right place. We scan over 3,000,000 pages per month, whatever the size of the project or type of organization you are we can help. We have provided document scanning and capture services for over 15 years.

The rest of this page will provide you with a basic understanding of the components of our document scanning service and even a way to estimate what your document scanning project may cost.

Step 1: Planning and Discovery

First we have a discussion with you about why you want the documents scanned (storage space saved, more usable in work processes, long-term archive purposes, etc.). We discuss timelines and projects specifics to understand how to plan our resources to meet your needs.

Ideally we like to see the documents and their current storage environment. It is important to get a good understanding of the volume of documents, the type of documents, their sizes, are there staples, paperclips, tape, post-it notes in the files. Are they in file folders, pendaflex folders, binders or notebooks or just stacked in boxes.

We discuss what type of image file you want to use (and the pro’s and con’s of each type), what index values you want to use (how the images will be electronically identified) so they can be retrieved for future use.

We also discuss how you will access the images once scanned, do you need a software application to access the images, will you just use a simple file structure or some other alternative.

Once we have all of this info we can give you a pretty accurate estimate of the project costs with which you can move toward a go-nogo decision.

We will help you understand the additional value and benefits that may be derived from moving forward with your project. We want you to make a good decison for your organization.

(Budgeting Tip for Estimating Cost: A file cabinet drawer or large Banker’s Box can hold on average 2000 to 3000 pages, with all costs considered use $.10 per page as an estimating cost. So on average a file drawer will cost approximately $200-$300 to get scanned)

Step 2: Document Preparation      Ready to Start? 800-882-7500

Once you agree to move forward with your project we arrange for pickup of the documents and we bring them into our facility. Of course we follow good tracking practices, we confirm counts and descriptions of your documents before leaving your location and jointly complete a Pick-Up Receipt Form. Upon arrival at our facility your project is entered into our Production System and assigned a unique tracking number for use through all production processes.

Once the documents arrive in our facility the first step we begin with is Document Preparation. We have a team of people who unbox, unpack the documents and start preparing them for scanning.

Document Prepartion includes removing them from file folders, pendaflexs or other containers, sorting the documents (if required) into a particular order or grouping, removing staples, post-it notes, tape, rubber bands or other things that might impede the movement of the paper through the scanner.

Step 3: Scanning and Indexing

Now the prepared documents are moved into our scanning center, assigned to operator who reviews the project specification for the scanning requirements (such as file format, dpi, etc.). The documents are then scanned using high-speed production scanners into our secure image storage database which is used to move the images through the rest of the production process.

Many times based on the quality of the documents we need to apply a capture improvement process (using software) that helps to ‘perfect the image’ as much as possible. This serves to make your images clear and readable so they can be used effectively by you.

The images then go through a quality check to insure image quality is meeting the project speck and then finally onto the indexing process. Indexing is data entry (per the spec) that applies the values defined to each image or group of images. It is indexing (some call it Metadata) that will allow you to find and use the images in the future.

Step 4: Imaging Completion and Delivery

The documents are now imaged and indexed per your specification, now we package the electronic files and deliver them to you. This could happen via CD or DVD, memory stick or portable hard drive, FTP to your network or we can import them into your document management software directly (if you have an application) if you so choose.

Step 5: Document Disposition

The images have been delivered now we have to handle the original documents per your instruction. Do you want them back, destroyed, stored or some combination of all three. We implement the disposition of your documents as defined in the planning phase.

If you have a need and would like a project quote or you have questions and want to learn more, just give us a call at 800-882-7500.