People often think that creating a digital image of a paper document is all there is to “scanning” but, in reality, capturing the image is only one piece of the puzzle.
There are many steps involved in the process of converting a paper document into something that can be used effectively in a digital format.
The first step in processing your documents is getting them to our scanning centers. AssureVault offers secure, company transportation of your documents from your door to ours.
Once they arrive, they are kept in our secure records center at all times.
Document preparation begins with the examination of each document, removing all binding materials and prepping material to pass through our scanners.
Depending on the end-use selected for your documents, the preparation step may also include the insertion of separator sheets.
Separator Sheet Insertion
Separator sheets are used to define elements of a document or set of documents. The insertion of color-coded separator sheets is done at the document level. The scanning software recognizes the separator sheets and uses this information to organize the documents electronically.
Each separator sheet contains a unique internal document ID for quality control management and tracking. It also contains all of the coding fields that are used for indexing your documents.
AssureVault has the equipment and expertise to scan paper records of all types:
- Black and white and full color
- Single and double-sided
- Bound and loose-leaf
- Wide range of sizes from bank checks to large format, C-size drawings
- Variety of paper weights from tissue paper to card stock
Indexing, or coding, of your documents so that they are easy to find once they have been converted to digital format.
We will index any number of fields to meeting your specific search needs.
OCR – Optical Character Recognition
We offer complete OCR processing which allows end-users to search documents (PDFs) based on any word in the document.
This output can be in a separate file per document or in the text overlay of the PDF file.
We offer a variety of output formats, including single page and multi-page TIFF, and PDF.
Using Your Digital Documents
When it comes to using your digital documents, AssureVault offers a number of options that can be tailored to meet your specific use requirements.
Storage of Your Paper Documents
After the digitization process is complete, we will be happy to transport your paper documents back to your location.
We also offer comprehensive commercial records storage services which may meet your needs as well.
Specialty Digitization Services
Contact our sister division, Digital Conversion Solutions, if your organization has a need for specialty digitization services such as archival quality digital images, bound documents, large format scanning, and much more.