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How do I know if I need Document and Film Scanning Services?(back to top)
You agree with one or more of the following statements.
1. We need to have a records retention policy and strategy.
2. We never seem to be able to quickly and easily find the document we need.
3. We need access to documents for 5 or more years.
4. We have file cabinets full of original document files with no backup.
5. We rely on off-site document storage companies to provide long–term retention of our records.
6. We spend a lot of time and money retrieving documents from on or off-site storage.
7. We need a centralized repository for documents.
8. We need to reduce the overhead and personnel time required to manage documents.
What are the benefits of Document and Film Scanning Services?(back to top)
The benefits and cost savings come from improved efficiency – fast, easy access to the documents you require, reduction in space and demands on staff. You also maintain better control of documents through a centralized repository, and experience improved backup disaster recovery.
What is Document Imaging?(back to top)
Document Imaging is the conversion of paper-based documents to image. The Advanced Imaging process first creates an archival microfilm copy of all documents. The microfilm is then scanned to CDROM, converting the images to an industry standard TIFF format. These images can be accessed from your hard drive or from the CD.
What software do I need to buy?(back to top)
None! Everything you need to search, retrieve, view, print, fax, and email is included, absolutely free.
How difficult is it to use the retrieval software?(back to top)
It is so easy that Advanced Imaging does not charge for training because it takes about 15 minutes to master the software.
What hardware do I need to purchase?(back to top)
A standard Pentium PC with a CD-ROM drive is all you require.
How many users can access the image files?(back to top)
Unlimited users can access these files at no additional cost.
What types of documents are most commonly converted using your services?(back to top)
Typical applications for document imaging are Police Reports, Payroll Records, HR Records, Student Records, Health Charts, Case Files, Minutes of Town Meetings and any other vital records.
What if I want to change systems down the road… is this a problem?(back to top)
Advanced Imaging services are completely open and non-proprietary. Your document images are maintained in an industry-standard format that can be exported any time, without conversion.
What kind of backup do you offer?(back to top)
The Advanced Imaging process first creates an archival microfilm copy of all documents, then scans the microfilm to produce CDROM. Our clients receive two sets of CDROM for active use and the microfilm (created at no extra cost) serves as a permanent backup. In addition, Advanced Imaging will maintain a third CDROM set at its location for you.
What other related services do you offer?(back to top)
Advanced Imaging also offers film-based imaging, a service that provides an inexpensive film-based archival option for documents requiring long-term retention. We offer microfilm conversion services for the purpose of creating an inexpensive, non-technical archival backup of valuable corporate and public records. We also provide film conversion services, which converts your legacy film images to digital images.
Can documents be edited once scanned?(back to top)
No. In order to meet requirements of legality, the scanned images on CD are read-only and cannot be edited or manipulated in any way.
What happens if I need a document while it is being scanned at Advanced Imaging?(back to top)
An agreed upon pickup and delivery schedule will be set so that only a portion of your records will be out of house at any one time. However, you always have access to your documents. We will fax copies of any document needed during the conversion process.
What should we do with the documents after they are scanned?(back to top)
The choice is yours. Because scanned documents are considered “legal” and our unique process also produces an archival microfilm backup, many of our clients ask us to destroy their documents. Certified document destruction is free. Others opted to have their documents returned to them. Remember, Advanced Imaging stores a backup set of CDROM for you. You receive two sets of CDROM and the archival microfilm.
Why Outsourcing?(back to top)
Outsourcing allows you to take advantage of Intelligent Document Technologies without any up front costs, no capital investment and no reliance on proprietary systems or software. Our costs will be inclusive, predictable and billed on a cost-per-image basis. We bring over 30 years of expertise in this industry and offer outstanding quality and technology. Our production staff can handle any peak period or one time backfile conversion.
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