Document Scanning Services Buyer's Guide

by Jesse Spencer | October 21, 2019

We understand how important your records are to you. They preserve history, hold confidential information, represent years of transactions – they’re your job – and they cannot be replaced.

This document scanning services buyer's guide provides the information you need to make a great decision

We’ve been a trusted records management company for over 30 years, and we’re here to help.

At some point, every organization – big or small, is going to be faced with the decision:

Is now the time to digitize our records?

Sometimes it’s more cost-effective to maintain paper records, and chances are, if you have a lot of paper records, you’ve got a really great system for archival and retrieval.

Regardless of whether your paper situation is fully under control, or it it’s gotten way out of hand, scanning documents adds risks.

Risks of Scanning:

  • Where will my scanned documents be stored?
  • How do I know if I got them all?
  • How will I find records?
  • How can I secure sensitive data?
  • It’s more work to search through my computer than to just go find the file!
  • And what happens if I lose the data?

The list goes on and on.

We understand.

What this document scanning services buyer's guide covers: 

Data Migration - A New Approach to Document Scanning Services

Data migration is a process to extract important information from your records and insert it into your line of business software, content repository, or file share.

If you’ve waited to do something with your paper records, now is a better time to act than ever.

  • Immediate and organized access to all information
  • Full control of confidential information
  • Safeguard intellectual property

How Much Does Document Scanning Cost?

As with any project, there are many variables involved. Average prices are 3 – 12 cents per page, while certain documents cost many dollars per page. Here are just some of the factors that affect price:

Timeline: Do you need data back in days or over the period of months or years?

Volume: How many total pages are involved?

Location and Condition of Records: Will records be converted at your facility or shipped out for processing? Are any records damaged or extremely fragile (like old onion skin paper or historical records)?

Prep required: Are there staples, paper clips, folders, envelopes, etc?

Specialty documents: Are there photos, sticky notes, seals, certified receipts, spiral or bound books, microform, newspaper clippings, or continuous feed documents (that can be hundreds of feet long), or oversize prints?

Re-assembly: Will the records be re-assembled in their original condition?

Indexing: What will the naming structure be? How many data fields will be extracted from each document? How many different types of documents will there be?

Quality control: Do you require 100% hard-copy vs digital review or only a percentage?

Data delivery: How will extracted data and document images be delivered? In what format, and into what system(s)?

Post project: Will documents be returned, held, or destroyed?

Consult a Data Migration Expert

Document Scanning Services Vendor Selection Guide

Choosing the right vendor for your project is critical. Here are 6 criteria to make an evaluation:

  • Years in business: The longer the better. Chances are, you have some very old records, and unless the vendor has been around for a decade or more, they probably haven’t had enough experiences to ensure high-quality results.
  • Facility: At a minimum there should be security systems, access control, video monitoring, humidity control, lockable storage, and an inventory control system. Tour the facility and check for paper dust – it’s an easy predictor of quality because paper dust interferes with scanning throughput and quality.
  • Compliance: Request proof of Sarbanes Oxley, HIPAA, SOC II, and PCI compliance.
  • Scanner technology: Large projects require specialty scanners for your unique document types. There should be many different types of equipment, including micrographics and large format scanners.
  • Software technology: Find out what software will be used to process your documents. This software will be responsible for improving document images, and the accuracy of data migration. The software should include features for image processing, optical character recognition (OCR), and diverse integration with other software applications.
  • Staff: Because your project will require very high attention to detail, don’t overlook the qualifications and morale of the staff who will be performing the work. They should be excited to work on your project and focused on results.

Why Choose BIS

BIS has been digitizing records for over 30 years. We process over 50 million records per year and have the experience, technology, equipment, and staff needed to guarantee results. You don’t have to take our word for it.

Types of Documents we Digitize

  • Courthouse records
  • Oil and gas records
  • Medical records
  • Banking records
  • General operations records
  • Backfile
  • Day-forward
  • Electronic records

A World Class Facility

Our 400,000 cubic foot document scanning center is strategically located in Oklahoma City, Oklahoma. It exceeds U.S. and international standards for securing records. Rigorous audits, training, and controls are in place for the following:

  • HIPAA Compliance
  • Sarbanes Oxley (SOX) Compliance
  • SOC II Type II
  • PCI Compliance
  • PRISM Privacy+

Our facility is protected with 24/7 access control and 360-degree video surveillance. Humidity is monitored and electronically controlled to be consistent from floor to ceiling in all record storage areas.

All data is protected with comprehensive geographic backup and disaster recovery. Automated redundant power is provided by a permanent onsite generator. 

Locked storage cage options, employee background checks, and federal security clearance ensure the protection of your data.

Upon arrival, your records are checked into our inventory management system and tracked throughout the entire process.

We provide nation-wide secured records transportation, storage, and certified destruction.

Take a Virtual Tour!

Document Conversion and Data Capture Services with

A World Class Team

With an average tenure of 4.5 years, and a staff of over 20 employees, we provide the most critical aspect for success. Our people.

Document scanning operations are centered around high-efficiency workflows. Teams of workers share in a single, efficient process of transforming physical records into the data you require.

Our document scanning team celebrates successes, decorates for the holidays, and they enjoy their work.

Start Your Document Scanning Project

oklahoma documen scanning services 18Our Scanners

With a fleet of over 25 modern production-grade scanners, we’re equipped to handle any project. Our equipment selection is based on:

  • Highest image quality
  • Speed, feed, and ergonomics
  • Durability
  • Ease of preventative maintenance (we clean all machines daily)

Scanner brands include InoTec, imbl, Mekel, Nextscan, Zeutschel, Canon, and Colortrac.

We process any type of physical record:

  • Microfilm / microfiche / aperture cards, etc.
  • CD / DVD
  • Bound books
  • Large format / blueprint
  • Continuous logs
  • Paper

oklahoma documen scanning services 06

The Software Your Document Scanning Services Company Uses is Mission Critical

We use Grooper, a patented artificial intelligence software platform designed to read and process all forms of physical and electronic documents.

Image processing: Grooper enhances document images to the point that they look better than the original. Our document scanning process produces crisp, clean, and perfect reproductions.

OCR: Extracting accurate information from documents requires near-perfect OCR. Because Grooper reads documents like a human, we accurately capture text that is split up by columns, spread throughout tables, inside pictures or stamps, or improperly aligned on the page.

Intelligent data extraction: Grooper uses artificial intelligence to determine what kind of document it is processing. Then, it extracts the information your project requires, like invoice, matter or case numbers, dates, names, etc. This information is used to classify and name your digital files and is also integrated into your line of business software, document repository, or file share.  

Grooper Feature - How to Deal with Sticky Notes During Document Scanning:

Cool Document Capture Feature Sticky Note Detectio

Start Your Document Scanning Project

Advanced Services

Quickly and efficiently outsource complex or time-consuming business processes and workflows.

Oil and Gas Lease Data Analysis – Extract complex data elements and identify value and obligations in new acquisitions.

Non-Operator Oil and Gas Joint Ventures – Remove manual processes from Daily Drilling Reports and Gas Purchase / Percent of Proceeds statements.

Truth-In-Lending Compliance – Identify irregularities and improve customer / member communication.

Explanation of Benefits – Accelerate approvals, reconciliations, and payments.

Transcript Processing – Gather and verify course information for grade point calculations by course, semester, and complete transcript.

Government – Scan paper or ingest digitally filed records to improve search and provide better services to citizens.

See how a large government agency preserved over 15 million documents and enabled better decision making:

Data & Document Processing Services Case Study Video with Grooper

 


How to Get Started

  • Schedule an onsite or virtual tour of our facility.
  • Provide a representative sample of your documents.
  • Collaborate on desired business outcome.
  • Execute the project.

Now is the time to protect your records with data migration.

Start small or go all-in; start now.  

Schedule your onsite or virtual tour today.



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