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Conversion Scanning

Scanning FilesAttempting the back file conversion of paper records into an electronic format can be a cumbersome and complicated process for even the most competent organizations.  Many businesses begin with the best intentions of achieving a “paperless” office but quickly realize that they do not have the time or resources necessary to achieve success.

Potential Consequences
Unfortunately, by the time an organization realizes it’s gotten in “over its head,” the following consequences have already occurred:
  • Frustrated administrative staff
  • Expensive investments in scanning equipment
  • Misplaced or disorganized files
  • Loss of productivity
  • Wasted time
Reaping the benefits of conversion scanning
Simply put, properly and efficiently converting files to digital formats requires expertise, equipment, and processes most organizations don’t have.  Luckily, Archive Corporation’s conversion scanning services provide an affordable and convenient solution for the successful conversion of paper records into a digital file format. We help your business realize the powerful benefits of:
  • Decreased in-house file storage requirements
  • Increased billable office space
  • Improved regulatory compliance
  • Streamlined business processes
  • Improved business data security
  • Better corporate records management
  • Secure distribution of documents
The imaging and conversion of your back file documents provides a centralized storage and access repository for your most critical business records and leads to an overall improved risk management approach for your organization.
A thorough conversion process leads to enhanced capabilities
Our conversion scanning services are characterized by a detailed multi-step process marked by a thorough initial consultation that allows us to understand your organizational needs and requirements.  We meet with the key stake holders in your organization to devise a plan that takes into consideration both individual and departmental needs.

Once we’ve designed a plan for your project, your business documents our transferred to our secure document scanning facility where they are prepped for scanning.  High speed, production grade scanners then capture and convert your hardcopy data. Each step of the way, quality control procedures ensure that each data image is precisely captured.

Indexing software allows for your data to be organized into customized index fields; simply type in a file name to locate specific information.  Your digital data is then transferred to a selected to a media format or merged into your document management database.

Improved document access, tracking and collaboration

Once your back file inventory has been converted into a centralized repository, you have the ability to utilize living documents that can be accessed, shared, and tracked across multiple remote locations.  This allows for improved sharing and collaborative processes and facilitates simultaneous viewing among end users in completely different locations.  Additionally, you always know  when a file is accessed as well as what user accessed a specific file or document.

Placing a priority on security and compliance
We are committed to preserving the security of your business records during the conversion process.  Our experts are trained to handle private and confidential information, while strict chain of custody protocol is maintained each step of the way.  Our scanning solutions meet the requirements of HIPAA/HITECH, FACTA, GLB and SOX and help minimize security breaches associated with paper records.
See why businesses throughout Tampa Bay Area look to Archive Corporation to meet their back file conversion needs.  To find out more about more, please contact us by phone or fill in the form on the page.

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