Best Case Scenario
Your documents have been stored in a clean, dry place, and are free from water damage, which tends to make edges curl and causes stains.
Your documents are predominantly white office paper (no onion skin or old-fashioned continuous feed fax paper) and are mostly 8 ½ x 11 in size.
Your documents are computer generated or typewritten – not hand-written. This is important when considering how you want your documents indexed and how searchable the text needs to be.
Your documents do not contain lots of staples, paper clips or post-it notes.
You require no more than 2 simple index fields such as invoice #, date of birth or social security #.
Our Solution
You documents will be indexed and converted to electronic PDF files (300 dpi)* at a cost of .05 cents per side of each document.
Second Scenario
Your documents are not in such great shape. Perhaps they have mildewed because of damp storage or weren’t packed away properly and have lost their original smooth, flat quality.
Your documents include a variety of types of paper such as continuous feed dot-matrix printer paper, oversized wide-format paper, onion skin etc… and some of your documents are smaller than 8 ½ x 11.
Many of your documents, perhaps patient records are hand-written and some of that hand-written information needs to be searchable, therefore interpreted and key-stroked as an indexed field.
All or most of your documents contain staples and/or paper clips that will need to be removed.
You require multiple (more than 2 but less than five) index fields.
Our Solution
Your documents will be repaired, indexed and converted to electronic PDF files (300 dpi)* at a cost of approximately** .08 cents per side of each document.
*If a higher resolution than 300 dpi is desired, pricing will be affected depending on resolution.
**A thorough evaluation will be performed of your documents. Pricing will depend on the condition of the majority of documents that need converted.
Worst Case Scenario
Your documents are simply a mess. They’ve been misfiled over the last 35 years, through no fault of your own, and you are unable to locate anything you’re looking for. Believe it or not, this does happen.
Your documents include scribbles on the backs of menus, newspaper articles, faxes, post-it notes, gasoline receipts, credit card bills, meeting minutes, speeding tickets, photographs and business cards.
DocSolutions has tackled projects such as this and created an organized database of information that is both intelligible and searchable.
We can work with you to determine the best “filing structure” for your records such as storing them by month, year and document type.
Our Solution
Your records will be rescued, repaired, copied, indexed AND organized into the most logical format. Pricing will be determined upon evaluation of current situation.
Note regarding indexing: In situations where logical sequences of numbers and/or dates can be used, our data entry time is significantly reduced. Therefore, special pricing may be available and will be determined at the time of site evaluation.
Access: We offer two options for document conversion customers.
Option#1: Your records can either be returned to you on your choice of removable media such as DVD, Flash Drive or External Hard Drive. This option is included in the price of scanning.
Option #2 (preferred): DocSolutions will host your documents and make them accessible to you 24/7/365 from anywhere in the world from any computer that is connected to the Internet. The connection between your browser and our server is encrypted with a secure socket layer. The server has a RAID5 configuration, which means that there are 5 identical hard drives that update on a continual basis. If one hard drive fails, there are four more just like it. We also perform a daily off-site backup.