Phase 1: Assessment
First, we ll look at the logistics of performing on-site scanning at your facility. We'll look into the proposed area on-site where the scanning is to be performed. We'll consider the proximity to your document repository, power and environmental conditions such as HVAC, facility security and access requirements, hours of operations, and how we can impose on your staff as little as possible. This helps us deliver on our promise to be fully self-sustained and to complete the work on-time.
Before the contract is signed, we'll go over every step of the plan with you and your staff. Every aspect of the project will be clearly defined and agreed upon, so your document scanning project goes as smoothly as possible.
Phase 2: Set-Up and Installation
Our technicians and equipment will arrive at your location. We ll work as a secure, self-sustained unit. Our equipment will not need access to your internal network. Our techs will quickly set-up, calibrate, and run some preliminary scanning samples for your approval. Our technicians will then walk you through our workflow and tracking process, so that our progress can be easily tracked and quality assurance standards can be met.
Phase 3: Production
We then go to work, carefully and securely handling and scanning each document. Impact to your staff and day-to-day operations will be minimal. The On-site scanning will be carried out with the highest standards in our industry. Our staff maintains a sterile work environment throughout the process and routine cleaning and preventative maintenance is performed regularly.
Phase 4: Quality Assurance
The highest levels of quality are maintained by completing a page-by-page scanning check during production. A second review of the scanned image is applied during post processing. All scanned pages will be rotated to a reading orientation and all blank pages will be removed.
Once we ve scanned all the documents, we ll be able to assist your staff in learning how to access their documents as well as how to capture and maintain digital files going forward.
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Daily Document Management Services
Even after a successful back-file document conversion is completed, it is easy to let a new backlog of paper documents build-up if a good process is not put into place. Opening mail, scanning it, distributing it It all distracts skilled knowledge workers from the more important tasks they are responsible for. DCPi s Daily, Weekly or Monthly Document Conversion Service will free them from the time-consuming burden of receiving and processing incoming documents. Simply send or have your incoming documents redirected to a personal Mail-Stop Code we provide. All documents received by us are logged in, prepped, scanned, and then uploaded into eCharta.