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 service 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:
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.
The list goes on and on.
We understand.
-Your organization will thank you.
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.
BIG TIP: The time is coming when electronic access to information locked away on paper records will either be required by law — or the advantage you need to beat out competition.
If you’ve waited to do something with your paper records, now is a better time to act than ever.
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?
Choosing the right vendor for your project is critical. Here are 6 criteria to make an evaluation:
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.
“We have records dating back to 1877 that could not be replaced. These documents must be protected to maintain the history as well as many legal requirements. Preserving these records through BIS has provided high quality digital scans and they have restored all my sewn books to pristine condition.
"Grooper has preserved the integrity of our historic records and enabled me to meet my goal of providing records to the public in less than five minutes per request.”
-Butch Scipper, Chancery Clerk, Quitman County, Mississippi
“The quality and efficiency of work and service delivered was more than we could’ve asked for. It’s always been an easy relationship.”
-Gena Cowan, HIM Manager, Mercy Hospital
“Space is a premium here, so being able to scan the paper that we no longer need and have that available electronically at a moment’s notice is tremendous value to us.
"Any time that we can offer up the information quickly and efficiently and accurately, we definitely show return on investment.”
-Greg Gann, IT Project Manager, Sedgwick County
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:
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.
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.
With a fleet of over 25 modern production-grade scanners, we’re equipped to handle any project. Our equipment selection is based on:
Scanner brands include InoTec, imbl, Mekel, Nextscan, Zeutschel, Canon, and Colortrac.
We process any type of physical record:
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 technology. 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.
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.