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Scanning
Scanning
SCANNING
Your location or ours?
A no obligation Scanning Quote
will be emailed to you within 15 minutes of completing a brief questionnaire about your project.
Our Simple Box Pricing
Our pricing includes everything from start to finish of your scanning process.
Some frequently asked questions
Question:
What if we would like the scanning done at Our Location?
We offer our same scanning services at Your Location, except for the destruction. We are happy to come to you.
We bring our laptops, scanners, software and a scan team to your location.
If the project is large enough, we hire our scan team members from your local area. We manage the team and do all the background checks. All you need to do is provide us with the work space.
Question:
What measures to you take to maintain accuracy and security of our records?
Accuracy
We have a Unique Scanning Process to assure Accuracy. We actually look at each of your scanned images four to five times during the project.
Security
During our care and custody, we maintain a Secure HIPAA environment for your records. We have a secure production facility located on the grounds of an airport, which includes a fence surrounding our facility. We use video surveillance, keyless entry protection, background checks, to mention just a few. Electronic data is encrypted within our scanning software and is delivered with 256 encryption on a password protected portable drive.
We also offer our scanning services at your location.
Question:
What are the different scanning project tasks?
Document Preparation
Prep is a very important part of scanning that is overlooked. During the prep stage, every piece of paper is touched and looked at. During this process Staples are removed, corners "Dog Ears" are straightened, documents that require special attention are Flagged. The attention to detail that is spent during prep will greatly help the documents to easily flow through the scanner quickly and without paper jams.
Scanning
We use high end industrial Fujitsu Scanners and Dokmee Capture scanning software to detect double feeds and image quality.
We use a variety of scanning methods from bar code separators to manually feeding a folder at a time. A test selection of documents are scanned at the beginning of each project for the client's review and approval prior to starting production.
Indexing
We have a number of different methods for Indexing. We use OCR (optical character recognition), Zone OCR (specific area on the page), and Bar Codes when applicable. We also have some wonderful Data Entry specialists that are very accurate.
Quality Assurance
After the records have been scanned, they are reviewed by a different set of eyes for Quality Assurance. During the Quality Assurance process, Each Image is reviewed, by a human, for quality and indexing accuracy.
Delivery
The scanned images are delivered on a secure, encrypted and password protected Thumb Drive.
Destruction
We use a Xpress Shred, a certified destruction company for all of our shredding. We provide a certificate of destruction upon request after the shredding has been completed.
Quality Control
As part of our Quality Control, we use more Scanners and Scan Technicians rather than a few of the big "hopper" scanners that scan so fast it would be impossible to watch each document or detect double feeds. Our scan technicians are trained to physically watch each document as it moves through the scanner along with watching the images on their large screen monitors. After scanning, the technician counts the number of physical pages and compares with the number of images scanned, along with a review of the images.
The scanning process is broken down into 6 individual steps - Prep, Scan, Index, QA, Delivery & Destruction. Each process has its own set of quality control rules to ensure accuracy.
Services
Services
customized services
If you do not see a service in our list that you are looking for, just ask... we take custom requests.
Indexing - Data Entry
Document indexing is critical to the success of a document conversion or imaging/retrieval system. Our team of data entry specialists are dedicated to the accuracy and integrity of indexing scanned documents. We can also use a clients existing database to electronically populate indexing fields. Whether you require hand-key verification, barcode reading, zone-ocr or an electronic transfer of data, Data Engineering provides the expertise to ensure documents are indexed accurately for easy retrieval.
Custom File Naming
Indexing fields are used for search criteria in custom file naming or in a document management system.
With a paper filing system, it was common to have a filing cabinet with drawers of like type records. Within the drawers were folders, with a name on each folder tab (Ex. Patient Name, Student Name, Vendor, etc) and possibly a verification as in date of birth. Within the folder were documents which were filed in date order. If you were looking for a paper record, you would find the folder and then look through the pages in the folder. In this paper scenario, Index Field #1 would be the folder title or "Patient Name", and a second verification Index Field #2 would be "Date of Birth". The patient name and date of birth would be used to name the e-files.
Patient Name_DOB.pdf
Document Preparation
We can add special document prep rules. For example, if there is a certain type of a document you would like separated from the scanning, we can do that during prep. Let us help you find mis-filed documents.
Optical Character Recognition - OCR
After the documents have been scanned, we can run an additional OCR step to capture the searchable content of the documents. With Adobe Acrobat and PDF format, you will be able to search across documents for a specific word or phrase.
Large & Medium Format
Documents which are larger that legal size - 11 x 17. We can accommodate any size documents.
Software
Software
SOFTWARE
How much time and money have you spent trying to Locate a File?
Document Management and Scanning Software
In addition to the software which we develop, we are also certified re-sellers of DokMee, by Office Gemini. DokMee is an excellent document management software to pair with our scanning services. After all your records have been scanned, DokMee's easy to use software will keep all your records at your fingertips with access from any device. Learn More →
DOKMEE
Every company has documents, records, and files stored in what seems like every corner of the office. The Dokmee product line can help you organize, secure, and manage those documents easily and paper free. From PDF, TIFF, Word, Excel, AutoCAD drawings, Emails, and more; Dokee can help you manage all of your electronic document needs. Learn More →
Storage
Storage
STORAGE
Are your boxes of records Safe?
CLIMATE CONTROLLED STORAGE
We offer HIPAA compliant secure climate controlled storage for your records. Our storage facility is staffed during normal business hours and we have an after hours staff that is available for emergency record recalls. Each box is assigned a number and maintained in our proprietary record management and tracking software.
Climate Controlled Storage Box Pricing - Standard Banker Box (10 x 12 x 15).
Storage with an Active SCANNING PROJECT
If you have contracted and scheduled a scanning project with us, we will Store Your Boxes of Records for FREE until your project is completed.
After your scanned images have been delivered, your boxes of records will be stored at our climate controlled storage facility for 30 days or until you have had a chance to review the project. At that time, we will schedule the shredding service to come to our facility and shred the records. If you decide you would like to us to store your records longer, then the price for storage is $1.00 per box / month.
Storage with a budgeted Scanning Project
If your budget allows only a set number of boxes to be scanned per month, we will store your and manage your records, including record requests. As your scanning project progresses, your storage cost will decrease. For this type of scanning and storage plan, your storage cost will be $1.00 per box / month and $15.00 per record request, which includes scanning, encrypting, and emailing the record requested.
Storage only
If you would just like to store your records with us, without a scanning project, then your cost will be $1.75 per box / month and $15.00 per record request, which includes scanning, encrypting, and emailing the record requested.
Support
Support
Support
Life is Good again with our 24/7 support services.
We offer 24/7 Support on any of our Scanning Services, Software or Storage. We can be your document management software administrator and support team.
On Demand Hours
It's simple, you can Pay As You Go or purchase a block of support hours.
$150 per hour.
Pre-Paid Hours
This is our most popular plan. Purchase a Block of Support Hours that never expire. It allows you to have a predictable cost.
$75 per hour for a 25 hour block.
Monthly Plan
An extra level of support, and with our Monthly Plan we provide just that. It allows you as a client to have a predictable cost on a monthly basis.
Pricing will be at a flat rate per month. With a monthly support plan, the hourly rate is $50.00 per hour. The number of hours will determined by project and budget. Monthly plans start at 10 hours per month minimum.