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Conversion Services FAQs

  • SHOULD I HIRE A SCANNING SERVICE?

    If you think that digitizing your documents is a good idea for your company, you may wonder if you should scan them yourself or hire a company like us. Things that may affect your choice are how many documents you must scan and how often you will need to scan more documents in the future. If you have few documents to scan regularly, you can use desktop scanners or existing machines in your offices to add scanning to your work process. If you have many documents to scan often, you will probably need to make room for a scanning team, hire more people, and buy fast scanners and software. You may want to use a document scanning company if you scan rarely or only once, because it will avoid buying machines and getting and teaching new workers. If you scan by yourself, we can advise you on the best scanners and software for you.

  • WHAT SCANNING SERVICES DO WE PROVIDE?

    Day-forward files

    When considering a day-forward approach, scanning documents is usually a good idea for the new ones, because scanning and filing them physically take about the same time - and a paperless system has many benefits.


    Back-files

    It is often not worth it to scan old documents. You have already spent time and effort to store them physically, and you may have made scanning harder by using staples, folders, and so on. You should only scan these old files if you often need to look at the documents or need different people in different locations to see and use the documents at the same time. This option is also beneficial if your documents must be kept for a long time, the documents are essential for your business, and you need extra copies in case of emergencies.


    If you only want to scan old documents to save room in your office, you might be better off keeping them somewhere else. A company that stores records for you can also help you go paperless, but cheaper: when you want to see a specific document, they can scan it for you and send it to you online or by email.

  • WHAT COSTS DO I NEED TO CONSIDER WHEN SEEKING CONVERSION SERVICES?

    Making paper documents into digital files takes a lot of work. Scanning documents is usually not enough; you also need to prepare and organize them and enter data. That’s why document scanning services can be expensive, and the prices can change a lot from 5 cents to 15 cents per picture. The main things that affect how much you pay to scan your documents are:


    • The quantity and types of documents you have to scan
    • The size of the documents - for example, scanning big documents will cost more because you need special machines and more time
    • If you want to scan your documents in color or black & white and in what dpi
    • How much work you need to do before scanning, also known as “prep” work, for example taking out staples, unfolding corners, document repair, placing in a certain order, etc.
    • How much work you need to do after scanning, for example putting back staples, rebinding, grouping, returning files in new boxes, etc.
    • How many pages each document has, how many fields you want to index, and if you want to search your documents by any word, which will need Optical Character Recognition (OCR)
    • If integration with an existing document management system is required
    • Your project deadline
  • IN WHAT FORMAT CAN MY IMAGES BE RETURNED TO ME?

    Text Files

    If you want to use a document management system for your scanned images, you probably want your scanning company to give you TIFF files that you can upload easily. But if you want to store your documents on a shared drive, you probably want PDF files because most people know how to use them. You should choose beforehand how you will organize and name your folders and files on the network. They should match the index or search criteria of your documents. Usually, the folders should look like your paper filing system.


    Removeable Media 

    Text files that include vital indexing information (used to retrieve the documents) can be included with the image files on a variety of media options, including USB, CD-ROM, and DVD. IDT can return your images back to you in this format or send them to you by FTP. If you do plan on using a document management system, we can directly upload your documents into that system or electronic file-sharing technology such as OneDrive, Google Drive, or Dropbox for instant retrieval throughout your enterprise.

  • WHAT SHOULD I DO WITH MY PAPER DOCUMENTS AFTER THEY HAVE BEEN DIGITIZED?

    After we have scanned your project, you have one of two options for what to do with your documents. You can have the originals destroyed via secure shredding, and we can help you with that. You may also opt to keep your originals as backups. If you have a legal, regulatory, or business reason to hold on to your documents then we will return them to you. It is ultimately up to you whether you want to store them back at your facility or at an offsite location.

  • CAN IDT HELP ME MANAGE MY DIGITIZED DOCUMENTS?

    Companies that go paperless usually have two choices for handling their digital documents: keep and organize them on a shared drive or use an Enterprise Content Management (ECM) system. A shared drive will likely cost less and may work well for your company, but an ECM system lets you do some things that are harder to do with a shared drive. ECM systems make is easier to keep indexing and file names consistent and provide for more efficient searches. For example, you can search by many things at once and find all the documents that match as compared to the complexity with network folders. ECM systems also give users more access control and access to documents outside of the workplace. If you do select an ECM, we would love to discuss with you:


    • The type of system that would benefit you most
    • Whether you require an open or closed system
    • The specific needs and requirements you want to get out of your system
    • How your chosen system will grow to meet your future needs
    • The cost for your system
  • WHAT DO I NEED TO KNOW ABOUT PARTNERING WITH IDT?

    Talk to us! Ask us to provide a sample scan of your documents. You need to know how much work might be involved with your project and what kind of quality to expect. Most projects are scanned on-site. Your representative will discuss any possibilities of needing to outsource your work. We will make sure you know how your project will be priced. Depending on the level of service your project needs, we may bill each service provided to your project separately, or we may offer a comprehensive per-image price. Your project will have human quality control measures in place. We check each individual document as it is being scanned and again before it gets indexed or saved. We pride ourselves on our attention to detail, promise high-quality images, and are upfront and honest about any issues we may come across. We will contact you to discuss a plan of action so your project is returned to you exactly the way you want it. Your satisfaction is 100% guaranteed. We are a secure facility with several levels of protection in place. Your IDT team is background-checked and upholds the highest degree of confidentiality, and we are 100% HIPAA compliant. In short, your documents are safe with us!

  • NEED MORE COMPREHENSIVE LEGACY DOCUMENT IMAGING CONVERSION SERVICES?

    Convert to a modern platform. Visit https://www.convertingoracleipm.com for additional information!

Testimonials

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Moving is very paper-intensive and our agents don’t get paid until the paperwork is processed. Expanding our document capture system with IDT allowed us to speed up agent payment, eliminate shipping costs, reduce central processing, and help increase agent loyalty and recruitment. It is a completely automated process and really gives us a leg up on our competitors.

Randy Valentino

VP and CTO, Bekins Van Lines

Latest Resources

IDT’s clients share our passion for results and it shows in their success. Learn more by reading our featured client results stories. Here you will find a collection of information and resources in the form of videos, events, white papers, Q&A, and have the opportunity to read and watch what our clients are saying about their ROI-driven Content Services solutions provided by Integrated Document Technologies, Inc. (IDT).

Revolutionizing Document Scanning with IoT Technology from CAPSYS

by Paul Szemplinski • 20 Aug, 2023
In today's fast-paced world, the efficiency of document management plays a crucial role in the success of businesses and organizations. Traditional document scanning methods are not only time-consuming but also prone to errors and inefficiencies. Enter CAPSYS, a pioneer in leveraging IoT (Internet of Things) technology to revolutionize the way we approach document scanning and management. In this blog post, we'll delve into the exciting world of IoT-powered document scanning and explore how CAPSYS is leading the way in transforming this essential business process. The Power of IoT in Document Management The IoT has permeated various industries, transforming the way we interact with technology and data. In the realm of document management, IoT technology has brought about a seismic shift in how documents are captured, processed, and utilized. IoT-enabled document scanning solutions, such as those offered by CAPSYS, combine cutting-edge hardware and intelligent software to streamline and enhance document management processes. Real-time Connectivity: Traditional document scanning methods often require manual intervention, leading to delays and potential errors. With IoT technology, devices can be interconnected in real-time, allowing for instant data transfer, updates, and notifications. CAPSYS leverages this connectivity to provide a seamless and efficient document scanning experience. Remote Accessibility: IoT-enabled document scanners can be remotely accessed and controlled, making it possible for employees to initiate scanning processes from various locations. This is particularly beneficial in today's remote and hybrid work environments, where access to physical scanners may be limited. Enhanced Data Accuracy: CAPSYS employs advanced data capture technologies, including Optical Character Recognition (OCR) and Intelligent Character Recognition (ICR), which utilize machine learning algorithms to accurately extract and interpret data from scanned documents. This significantly reduces the chances of human errors and data inconsistencies. Automated Workflows: One of the standout features of IoT-powered document scanning from CAPSYS is the ability to create automated workflows. These workflows can be customized to match the unique requirements of an organization, ensuring that documents are routed to the appropriate departments, individuals, or storage locations automatically. Scalability and Integration: As businesses grow, their document management needs to evolve as well. IoT technology allows CAPSYS to create scalable solutions that can seamlessly integrate with existing software and systems, adapting to the changing needs of organizations without disruption. Security and Compliance: IoT-enabled document scanning solutions prioritize security and compliance. CAPSYS incorporates robust encryption, access controls, and audit trails to safeguard sensitive information and ensure adherence to industry regulations. Environmental Impact: By digitizing documents and reducing the need for physical storage, IoT-powered document scanning contributes to eco-friendly practices and the reduction of paper waste. The CAPSYS Advantage CAPSYS has emerged as a frontrunner in the realm of IoT-powered document scanning solutions. We have taken an innovative approach to leveraging IoT technology in document management has led to numerous benefits for businesses and organizations of all sizes: Streamlined Processes: CAPSYS solutions reduce manual tasks and accelerate document processing, leading to improved operational efficiency.  Cost Savings: By automating workflows and minimizing errors, businesses can achieve significant cost savings in terms of time, resources, and potential legal penalties. IoT Smart Connected Scanning demonstrates a 40-65% cost savings over traditional, MFP, TWAIN-based document capture. Enhanced Customer Experience: Quick and accurate document processing translates to faster response times and improved customer interactions. Future-Proof Solutions: CAPSYS' commitment to innovation ensures that their solutions evolve alongside technological advancements, future-proofing your document management strategies. Superior Image Quality: Perfect Page technology from Kodak Alaris is embedded into each and every IoT Smart Connected Scanning scanning appliance. Perfect Page produces superior image quality that is as good or better than the original. The patented image science technology is using “System on a Chip” architecture that is embedded in the firmware of every IoT Smart Connected Scanning appliance. More on that subject can be found here: https://idt-inc.com/faqs/ The marriage of IoT technology and document scanning offered by CAPSYS has ushered in a new era of efficiency, accuracy, and scalability in document management. By harnessing the power of real-time connectivity, automated workflows, and advanced data capture techniques, businesses can not only streamline their operations but also enhance security, compliance, and overall customer experience. As the digital landscape and digital document transformation continue to evolve, embracing IoT-powered document scanning solutions from CAPSYS is a strategic move that positions your organization at the forefront of innovation and success.

Top 10 Reasons IoT Smart Connected Scanning is the ideal solution for Microsoft 365 SharePoint

by Paul Szemplinski • 01 Nov, 2021
While Microsoft Office SharePoint has been around since 2001, the basic formula for scanning documents into SharePoint has been largely the same for the past 30 years. The document capture experience for SharePoint (as well as other Content Services Platform and ECM solutions) have been primarily driven by PCs and/or MFDs (Multi-Function Devices), tethered connections, software drivers such as TWAIN or ISIS, Thick Client Application Software Installations, Ongoing Patching and Hotfixes, Virus/Malware/Ransomware installation, Training Services for End Users and IT and Network/OS configuration processes conducted by your IT department. The archaic formula is needlessly complex, introduces many points of failure into the process, and is largely expensive. If you are looking for a Fast, Easy, and Economical way to scan and capture your paper-based documents into Microsoft Office 365 SharePoint – then look no further, you are in the right place! Introducing IoT Smart Connected Scanning powered by CAPSYS CAPTURE ONLINE . IoT Smart Connected Scanning powered by CAPSYS CAPTURE ONLINE completely shatters the antiquated 30-year-old formula and has revolutionized the way paper-based documents are captured. Let's dive into the Top-10 reasons on how IoT Smart Connected is revolutionizing the Microsoft Office SharePoint marketplace! An Installation and Deployment process unmatched in the Industry From unboxing the equipment, performing light assembly, powering up, and scanning your custom configured QR code – the entire experience can be completed in just under 5 minutes by non-technical users. No previous MFP or document scanning solution has ever been able to accomplish such a feat. Once that simple installation and deployment process has been completed, you are fully operational! It should be, after all, it's IoT aware, and it's SMART! Archaic and alternative document capture solutions require PCs, application software, software drivers, installation and configuration, anti-malware, anti-virus, anti-ransomware, patching, hotfixes, IT involvement, and ongoing support services. Ease of Use If the 5 minute or less installation and deployment process wasn’t enough to demonstrate simplicity, then how does the end-user experience stack up when interacting with the IoT Smart Connected Appliance? Well, during that 5 minute or less experience, CAPSYS CAPTURE ONLINE behind the scenes already provisioned your SharePoint Document Capture application portfolio on each of your IoT SMART appliances. In other words, we have already delivered an easy-to-use “Single push-button interface” that allows your end-users to begin capturing documents and delivering them to your key line of business applications such as: Accounts Payable/ERP System Human Resources/HRIS system Sales Order Processing Patient OnBoarding Insurance Underwriting Loan Processing And many more! IoT Smart Connected Scanning appliances can even perform outbound faxing services using Retarus’ Global Cloud Fax and Messaging Services . The benefit of our integration with Retarus is now you have a single device that can SCAN and FAX your documents out using a premier cloud-based faxing, SMS, and E-Mail solution provider. Near Realtime Operator Feedback Have you ever experienced after you scanned your documents with your MFP/MFD or tethered PC-based scanning application that your documents never arrived where you expected them to go? Worse yet, you didn’t come to that realization until hours, days or weeks later? With IoT Smart Connected Scanning that won’t happen and here’s why. Unique to the IoT Smart Connected Scanning platform is what we term, “positive user confirmation” capabilities. With IoT Smart Connected Scanning for SharePoint , we can determine - based on your business rules - what makes up an acceptable document submission. For example, if your batch submission requires signatures to be present on documents, or a specific set of document types MUST BE contained in the batch scanning process, we have the ability to detect the existence of those requirements in near real-time. Further, we communicate a meaningful message back on the IoT Smart Connected Appliance user such as an “Accepted” or “Rejected” status. To serve as another example, we can check that a required signature or required document type is missing from the batch. We can even tell you which document type is missing. And, we do all this before the user ever leaves the IoT Smart appliance! Patented Perfect Page Perfect Page - from Kodak Alaris - technology produces superior image quality that is as good or better than the original. The patented image science technology is using “System on a Chip” architecture that is embedded in the firmware of every IoT Smart Connected Scanning appliance. That means no third-party document scanning software applications or third-party licensed image enhancement technology such as VRS, or end-user configuration processes are required. The end result is pristine image quality, images that are ideal for OCR applications all while delivering compact image file sizes that have been optimized for Cloud storage. Nobody else in the industry, no MFP/MFD manufacturer has the Perfect Page enhancement technology. Visit https://www.idt-inc.com/faqs/ and download and read a Perfect Page brochure and watch a quick demonstration to learn more. Blazing Fast, Small Footprint and Superior Paper Handling With IoT Smart Connected Scanning for Microsoft Office 365 SharePoint , you get the ability to capture paper documents of varying weights, shapes, and sizes, simplex, duplex, black and white, color, with a number of different file format options including popular PDF and TIF formats. And, it is fast…. up to 80 pages per minute. Massively Impressive Cost Savings By as much as 40-65%. Yes, you heard that correctly. Why? Because we have eliminated all of the extra IT Tower of Babel layers that needlessly drive the costs upward. The IT Tower of Babel refers to all the layers in between your paper and your business process - PCs, document scanning application software licenses, annual software maintenance, on-premises based installation services, IT ongoing support costs, etc. When you have multiple locations, multiple decentralized capture locations, the cost differential becomes strikingly massive. Remotely Managed Once your custom QR code completes the licensing and provisioning process, your fleet of IoT Smart Connected Scanning appliances for Microsoft 365 SharePoint is fully managed remotely via the Cloud. Application changes to a single IoT Smart Connected appliance or the entire fleet of appliances are made remotely thereafter. Purpose-Built with Security and Chain of Custody in Mind IoT Smart Connected Scanning powered by CAPSYS CAPTURE ONLINE provides optional support for RFID authentication technology using industry standards such as SAML, Active Directory, LDAP, Ping Federate, or other authentication methods. RFID security connects the user to the documents being scanned. The time, place, device, person, and documents are all linked using metadata and all those attributes are carried through the entire capture process. Built into each and every IoT Smart Connected Scanning appliance powered by CAPSYS CAPTURE ONLINE is a unique, dual-channel architecture. The remote management of the IoT Smart appliance is performed on a separate distinct channel from which the documents are being captured upon. Each channel is encrypted at REST and while in transit. This unique, dual-channel architecture provides the kind of security needed to meet the most stringent requirements in today’s Edge Computing environments. A tethered-based scanning solution or even an MFP simply can’t do this. Malware, Virus and Ransomware Resilient PCs and application software are vulnerable to outside threats. PC-driven applications can leak sensitive and proprietary data outside of an organization – intentionally or unintentionally. PC-based, tether-driven scanning application software solutions must be provisioned with a security suite, patched, and monitored not only initially but on an ongoing basis. And, remember the risk and expense to do this for any organization increases by the number of decentralized locations and as well as the number of PC-based tether-driven scanning solutions deployed. IoT Smart Connected Scanning appliances are virus, malware, and ransomware resilient.  Managed Capture as a Service by CAPSYS CAPTURE ONLINE. What makes IoT Smart Connected Scanning the ideal document capture platform for Microsoft 365 SharePoint is it is all powered by CAPSYS CAPTURE ONLINE – a complete Managed Capture as a Service solution provisioned in Microsoft Azure Datacenters – both Commercial and Government Editions. Whether you need to innovative document capture at the End Points of your Business Process using IoT Smart Capture devices, decentralized capture using traditional tethered based devices, centralized capture using 200 pages per minute devices, email ingestion with attachments, or even automated fax capture – CAPSYS Technologies has the ideal Cloud solution for your organization. For more information on IoT Smart Connected Scanning powered by CAPSYS CAPTURE ONLINE please visit https://www.capsystech.com .

A Problem | Solutions Brief from CAPSYS Technologies and Kodak Alaris

by Paul Szemplinski • 20 May, 2021
I. Situation: The Nightmare That Is Shared Email Whether your organization is— Public, private, a government agency, or a not-for-profit entity In the healthcare, insurance or higher education marketplace A manufacturer, distributor, operate in the logistics field, or a very large Global 2000 company Or a small to mid-sized organization You are likely feeling the pain and bad daytime dreams that accompany Shared Email Box use within your organization. There is an influx of emails that arrive at your organization addressed to a mix of real-recipient and alias-recipient inboxes. Addresses such as AccountsPayable@xyz.com, salesorders@xyz.com, claimsadjudication@xyz.com, info@xyz.com or customerservice@xyz.gov or .org. There is no real identifiable “person” assigned to the other side of these mailboxes—at least from the sender’s perspective. Internally, on the receiving side, you do have at least one person, sometimes an entire “SWAT” team accessing these real and aliased email addresses—known as the “Shared Email Boxes.” Unfortunately, this often creates a free-for-all approach in terms of who works inbound emails and how they are handled. It’s a process that could use improvement, but it’s difficult to know where to begin. Team members are responsible for identifying which items belong to whom, working the item to its completion, and then moving that “finished” item out of the inbox into a Shared Email Box subfolder, to differentiate email items that are unread, inflight, or email items that have actually been completed. We know the process of accessing a Shared Email Box is all manual—an ad-hoc, people-driven approach (prone to error) to working the items in the Shared Email Box, and there is no genuine accountability. You may even have gotten a bit clever and... Download and Read the full post at: https://bit.ly/3ykXDx9
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