Document Archiving Services are critical to any business that creates vast amounts of paper. Document archival methods differ from organization to organization. Below is what we feel are the key components to a successful back file conversion.

Bar Coding for Document Tracking - Even before your documents leave your location a tracking system is implemented. Each box is labeled and scanned into a database. This type of logging allows us to provide you with real time status of where your documents are should you require a document  before it has been imaged. 

Many businesses prefer smaller pick-ups rather than one large one. It is imperative that any scanning service bureau understand that your documents are irreplaceable. Every effort should be made to make you feel comfortable with the entire process.

Document Prep - Preparing the documents before scanning. This Includes removing staples, paper clips and post its from the paper.  Torn sheets are repaired and index data is visually verified.

Scanning - The documents are  in most cases bar-coded to help eliminate data entry errors.  Now the documents are ready for scanning using our Virtual Rescan (VRS) Bell & Howell scanners. This hardware & technology ensures every image has the perfect contrast and brightness ratios.  All of our scanners employ whistle miss-feed detection to ensure no documents are lost due miss-feeds. We can scan your documents in color, grey-scale, or black and white and at the DPI (dots per inch) of your choosing.

Quality Assurance -  Every digital image is always visual checked by our QC operators for brightness, contrast, clarity and alignment. Once scanning and quality assurance are complete, we output the images in the format of your choice. Some examples are TIFF, Jpeg, PDF or Microsoft files Word & Excel. Our highly trained staff will visually inspect every image and make all necessary corrections to an image before it is released to our data verifiers and ultimately you. 

Document Indexing - Every document must be retrieved once scanned, therefore we take the utmost care in building our indexes. We will help you design your indexing characteristics by mimicking your present file system. This will allow you to transition from a paper based file management system to an electronic imaging system with ease.

Your documents can be indexed by one or more fields. Indexed data can be compared to tables or databases you may have to ensure accuracy. Tables can also be used to populate other fields. Additionally, key index fields can be double keyed to help eliminate errors. Let Precision Data Imaging help you with your indexing we'll make sure that your document retrieval works fast and accurate. Guaranteed!

Database Creation - Your images are now ready for search and retrieval. We offer varying levels of search and retrieval software. Whether you require 300 concurrent user access or single user access we have a viable solution for you. As always single user access is free of charge! Learning our software only takes minutes not days.