Before any conversion takes place, Archiving Systems personnel will conduct an analysis of the customers’ filing systems to determine which documents actually need to undergo the conversion. This exercise also serves to learn how each file is identified. This is called “Indexing.”

• Files from the filing cabinets are placed in banker style boxes and the contents identified on the boxes. Should any file be needed before or during the conversion process, Archiving Systems personnel can find and returned it to the client.

Preparation.

The conversion process begins by insuring that all files are free of staples, folds, and wrinkles. It is at this part of the procedure that each file is prepared to be exactly as it is arranged. This may include tabs within the file that need to be separated in the electronic format. In short, the digitized version will mirror the paper document.

Scanning.

The prepared files are then scanned while the operator insures that all documents pass through smoothly and the images appear correctly on the monitor. When scanning is complete, each file is identified by indexing in accordance to each customer’s requirements. The indexing allows for any authorized person to access the files in a secure manner.

The scanned and indexed files undergo a complete review for Quality Control purposes.

Data Delivery and Destruction.

Data is transferred via a Portable Hard Drive to deliver and download to the Client’s Server.

The scanned files may either be returned to the customer or Archiving Systems can make arrangements for destruction.

Since 2002, Archiving Systems, Inc has been providing Laredo, Texas businesses with the document management solutions they need. From document scanning to installing software and providing technical support, we do it all. Contact us for more information.