What is meant by ‘outsourced scanning services’?
Outsourced scanning services will take your existing documents in paper and microfilm format and convert these into electronic digital images which are readily displayed on user workstations.
What are the stages of outsourced scanning services?
USArchive uses several distinct phases during the scanning lifecycle. These stages include 1) document preparation 2) automated scanning 3) quality assurance review and 4) document reassembly and archival.
What results from the scanning service process?
The scanning process will generate a high density/high compression CD or DVD media which will contain the digital images and indexes associated with the scanned records. The CD/DVD is then read and uplifted into the customer server environment and the images are made accessible to the user community.
What is the format of the electronic images?
Electronic images can either be in a PDF or a Group IV TIFF format. Both formats are industry standard and will result in high quality, highly legible images which are 100% reproduction of the original document.
What are the colors and sizes of scanned documents?
Documents can range from the smallest passport photo up to a large format ‘E’ size engineering document. Documents can be either black and white / bitonal, gray scale, or color and the scanning process will generate the corresponding image to disk.
What indexing is used on digital images?
Typical indexing is supported on industry standard databases, such as MS SQL Server and Oracle. Industry standard databases support efficient search, retrieval, and display of images on the workstation, based on the captured metadata indexing fields.
What are the benefits of the digital capture process?
Digital imaging results in many significant benefits to the end user community. A single 120GB drive for instance will hold up to 2.4 million pages of information, or approximately the equivalent of 300 (4) four drawer file cabinets which consume over 3500’ square feet of space which can be freed up for more productive use. Drives can be replicated and backed up which avoids the risk and exposure of paper (and microfilm) documents. Retrieval is efficient and directly to the workstation without the need to access or physically manage paper. Images do not degrade over time, in contrast to the paper hardcopy or microfilm record.
Can I destroy the documents after they are scanned?
While the precedent for scanning and shredding documents has been set, and imaging is a mature and proven technology, it is not recommended that documents are destroyed after scanning, until this issue is fully vetted and examined by in-house or outside legal counsel. There are certain cases where documents must be kept in original format for the life of the document which will vary depending on the retention schedule of each document type.
What are other associated technologies and advantages of digital scanning services?
Once documents are in a digital electronic format, they are readily used in electronic automated workflow and work management systems. Workflow allows supervisors to track the flow of work and documents through a user supply chain. Also closely associated with digital scanning is COLD Report Management. Computer Output to Laser Disk (COLD) allows end users to review computer generated, ‘greenbar’ reports on their workstation, without the need to 1) generate the paper and 2) retrieve the paper files. Library Management is a third option available with digital imaging. This allows users to upload electronic text documents and files into a central document repository, search on this information by key word search, and perform versioning check in/ check out control.
How are documents viewed on the workstation?
Digital images and documents are windows compatible and can be viewed on any windows compatible PC through either a local network connection or over the web using an internet browser in a thin client configuration. Once images are brought up on the workstation, the end user can pan, scroll, zoom, and scale the image to the appropriate size and view multiple images together on the workstation. In certain cases, annotation tool bars are available which will allow the end user to mark up and annotate the image, without however making a permanent alteration to the original document.
What other security features are available in the scanning process?
Document security is maintained throughout the scanning and conversion process. Document images are assigned specific security classes which will prevent any unauthorized end user(s) from accessing those documents. In addition, audit trails are included in industry standard solutions which allow supervisors and security personnel to review which individuals accessed each specific document at what time and for what purpose or action.
Will images be viewable and upwardly compatible with newer versions of windows and Microsoft operating systems?
Generally yes. By keeping the images in the industry standard Group IV TIFF or PDF file format specification, the chances of any upward compatibility issues occurring with the scanned images are minimized or eliminated.
Do scanning services integrate with my existing legacy applications?
Generally yes. Image viewers today generally include links to external legacy applications and allow end users to review departmental legacy applications while viewing the supporting digital documents on the workstation.