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+ Why Doc2e-File

WHY USE A SCANNING SERVICE

Why We Do

Records Management is equal to Asset Management and this aspect of your business requires a knowledgeable and professional approach to keep your asset intact and defendable. Having a partner who’s sole and core business is records, allows you to focus on your business and reduces added costs and concern.

Quick Contact

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Quality Control & Assurance

quality

One of the unique aspects of the doc2e-file conversion bureau is the number of team members utilized in any given scanning project. We have a 5-step process for any and all projects that has earned us repeat business for over 15 years…

Yes it does take five different sets of eyes on each record to complete the conversion of a document the doc2e-file way!

The doc2e-file standard conversion 5-step process:

  • Document Preparation:
    All paper documents will be prepped by trained staff and made ready for scanning. Documents will be removed from binders, folders, etc. and organized for scanning according to batch level, folder level index criteria and/ or document structure. All paper clips, staples, rubber bands, etc. will be removed. Indicators will be put in place to note where document binders, clips, rubber bands, etc. were located to insure replacement of all documents in the original order and structure. Large format pages may be removed for separate processing with indicators placed to re-assemble. Where required, pages may be prepped in a specific order such as chronological or based on viewing needs. Indicators will be put in place to depict the location of post it notes or other aspects affecting scanning. Torn or damaged documents may be taped or repaired as needed. Documents will then be staged in the scan area for scanning.
  • Document Scanning:
    All paper documents up to 11 x 17 inch will be scanned with production scale document scanners. We have established settings that can generally capture usable images, however the QC process is performed on each image to insure visibility. All larger format documents will be scanned on Engineering large format scanners. All documents will be converted to the required file format. Each image will be scanned at the required DPI to produce “usable” images. Grayscale and color settings will be utilized to capture the best possible image, when necessary. All microfilmed documents will be scanned according to the format and reductions ratios on either Mekle, Sunrise or NextScan equipment. The images will be produced in either monochrome (black and white), grayscale, or color as the SOW requires. Images will then be imported into the Kofax System.Capture software will be utilized in conjunction with the scanners. The software allows for image clean-up. In keeping with ANSI standards, “cleanup” may consist of deskew and despeckle, border removal, reverse polarity, and higher visibility of black to white ratios, etc. Documents will not be altered as to content or data structure.
  • Quality Control:
    Each individual image will be inspected in the Quality Control module of the capture software. Any images not meeting the specifications determined in the project scope will be rescanned to meet spec. The QC scanner operator will scan the highest quality image attainable. Images that cannot be scanned to meet spec will be documented and discussed with the appropriate personnel for determination of reproduction possibility or acceptable alternatives.Image quality is inspected at this phase as well as document count and comparison to original to insure complete scanning of each document, proper grouping and separation as well as indication of post its etc Also in this phase large format images will be joined to the records in the location as they were originally kept.
  • Indexing:
    Each group of documents will be indexed according to the specifications. Double blind key data entry is standard procedure. The capture software index module will create the metadata required for storage and retrieval and all links to the images. Clients may provide data associated with each file and the index operator will enter key fields and match data as required. Bar code and Zonal OCR may also be utilized in the indexing phase.
  • Data Validation:
    The INDEX VERIFICATION module is employed in all doc2e-file conversions. This module is a blind double key data entry process that insures accuracy for not only OCR data entry but manual data entry as well. When available linking to existing data and established parameters may be defined and employed as a further assurance of accurate search data. A visual inspection of data links is conducted to insure correct matches of data and image files.

proccess

Each project no matter the size and scope starts with a project plan and training requirement for the team. A complete understanding of the client’s requirements is set forth including end use and time line. Detailed instruction for each of our five steps is documented, communicated and tested with all the team members working the project. The pilot is done prior to full blown production. After client acceptance production can begin!

Each team member is cross trained on all five steps – this allows them to check the work of the steps done prior to their step and make corrections or redirect efforts as needed.
Our entire approach is designed to give our clients the comfort they need to eliminate the paper once it is scanned!

News & events

06 20

WBENC 2017 National Conference & Business Fair

June 20-22, 2017

Mandalay Bay Resort & Casino
3950 S Las Vegas Blvd.
Las Vegas, NV 89119

Event Page

Document Scanning

The ability to access, print, fax or email business critical records at a touch of your keyboard has become a necessity to compete and stay in business.  Scanning legacy files as well as the day to day volumes of paper records can be daunting without an efficient and cost effect solution in place to do so. We take this a step further!

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Microfilm & Microfiche Scanning

Microform was once the most reliable back up to be found for records retention. With the decreased costs for digital storage and ease of distribution; microfilm has become obsolete for archive. However there is still a vast number of records still in microform requiring conversion for use.

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Damaged Document Recovery

We live in a world of uncertainty.  Every region of the world deals with its own natural disasters be it flooding, fires, or hurricanes etc.  Often times these disasters deal damage to buildings and streets affecting businesses sometimes very radically.  Though we know that damage to these buildings can be very costly, the cost of losing important paper documents can be just as devastating.

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certifications