Document scanning and conversion is one of the easiest ways to save money and boost productivity in modern business. Even with this knowledge readily available, many businesses are still behind the curve, relying on paper and physical documents to store information. Let’s demystify the process by answering a few frequently asked questions.
What is the first step of the document conversion process?
The process starts with the safe and secure pick up of your records by InStream’s logistics team. Logistics team members can provide specifically designed boxes for use in the safe transport of documents. Upon arrival, team members safely unload the records and tag them with name, shop order number, and unique identifying characters. These tags allow us to track the progress of your project through each and every step of the process. Then, we safely store records in a custom-designed records room. An employee then mails an acknowledgment letter to you, confirming the number of boxes received along with an estimated completion date.
How are documents scanned?
The documents and records are first prepared by InStream’s well-trained and experienced team of preparation specialists. By removing all of the hindrances to an effective scanning effort the documents are then ready for easy feeding into state-of-the-art high-speed scanners. We check the scanning equipment for accuracy in a separate, specialized process utilizing unique software specifically designed to inspect a large number of images in an effective, efficient manner. This detects, flags and re-scans any errors as necessary. Once complete, files are delivered by CDs, DVDs, external hard drives, file transfer processes, and many other means.
Which types of documents can be scanned?
With years of experience in conversion services, InStream can create digital images from almost any type of paper documents. We can scan financial records, medical records, catalogs, computer reports, and other vital business records. InStream also converts all types of documents such as newspapers, medical records, and other essential documents to standard microfilm formats: 16mm Microfilm, 35mm Microfilm, Microfiche, Aperture Cards.
Will My Records Remain Safe and Secure Throughout the Conversion Process?
The custom-designed records room at InStream boasts a 10” steel-reinforced concrete structure with reinforced concrete floor and ceilings. Additionally, InStream protects documents and data with a “Class A” temperature and humidity-controlled vault. We ensure safety and security with a number of electronic monitoring, computerized grid inventory, and alarm systems.