For many organizations, going paperless is a leap of faith. But it doesn’t have to be that way. You deserve to know what to expect when hiring a scanning service provider. In this blog, we offer an inside look at a scanning service.
Technology and Security
You can’t understand how busy and secure a scanning facility is until you set foot inside. Look around and you’ll see document sorting, preparation, indexing and scanning stations. Various high-speed scanners image standard-size and large-format documents. You notice interior and exterior surveillance cameras and secured entry doors. Visitors to the facility must sign a confidentiality agreement and are escorted at all times. To enter the scanning bureau requires entry through another prox and pin security door. Since most of the documents being processed and scanned contain sensitive information, these security layers help maintain their confidentiality.
Although it involves manual labor, properly preparing documents for imaging and conversion is a highly detailed process. Staples and paperclips are removed from files so they don’t damage the scanners. Torn, ripped and dog-eared pages are repaired. The condition of each document is assessed to determine if it can be scanned without damage to its information. Bar code separator sheets are inserted where a new file begins to automatically break documents. They can then be linked to a database for the indexing phase.
Imaging and Conversion
During imaging and conversion, each page is scanned with a high-speed scanner. Hundreds of pages are scanned each minute. Based on your preference, your documents are converted into PDF, TIFF, PNG or JPG digital file formats. Each image is inspected as it’s scanned to ensure it meets strict quality control standards. If necessary, documents will be re-scanned.
Indexing and OCR
During indexing, your images are categorized and labeled to your exact specifications. You can opt for specialized optical character recognition (OCR) software to make your scanned documents searchable.
Quality control doesn’t just happen at the beginning and end of a scanning project. Throughout each phase, quality controls are administered to make sure each document is accurately imaged and converted. This includes more than one imaging specialist triple checking the index values and image quality of every document and image. Any images not meeting strict quality control standards are rescanned.
After every scan is verified, the digital images are transferred to a portable hard drive or uploaded to a document management or enterprise content management (ECM) system for the client to use.
Work continues even after every document is scanned. Depending on the client’s needs and requirements, the original documents can be stored offsite or securely destroyed. If you want a turnkey solution, partner with a scanning provider who offers records storage and shredding and destruction services. To learn more about how a scanning service works, please give us a call at 509-586-6090 or complete the form on this page.
CI Information Management provides services to businesses in the Tri-Cities, the Yakima Valley, Walla Walla, Hermiston, OR, Moses Lake, Wenatchee, and nearly everywhere in between.