Frequently Asked Questions
It can be a daunting process to convert backlogs of files to electronic documents. Please know that we understand your concerns and are committed to offering the highest quality service during and after the scanning process to meet your needs. Our comprehensive process helps us ensure you will have a useful end product that you can easily work with.
Here are some of the most frequently asked questions we receive and the answers to them. If you have other questions, please don't hesitate to contact us!
What is document imaging?
Document scanning is the process of using document scanning software and high-speed document scanners to convert an image on paper to a digital picture. These electronic images can then be indexed and stored in a document storage system, which gives users the ability to search through millions of scanned documents in a matter of moments.
What benefits can I expect from storing my documents in digital form, and how much space does document imaging typically require?
With significant drops in prices for hard-drives and optical media, it costs much less to store documents in an electronic management system rather than on paper. A single page typically occupies around 50 KB of disk space, if the image is stored in TIFF Group IV. Each gigabyte (GB) of storage space, which amounts to only a few dollars, holds approximately 20,000 pages.
How many document pages can I scan onto a CD?
This will vary to a large extent according to the information on each page, but typically 20-30 archive boxes of letter sized documents can fit onto one CD-ROM. You can see now the potential for cutting back those office floor space costs!
How can I estimate how many pages I have?
Typically an standard archive box holds approximately 3,000 pages.
How long would it take for Adelante Document Imaging to scan our documents?
The process time varies from job to job and according to how many backlogged files need to be converted. If you contact our sales team, they can visit your site and give you a better determination of the time needed to complete your job.
What if I need some files while they are in the custody of Adelante Document Imaging?
At Adelante, we understand that you might need to access files while they are in our custody and undergoing the process of electronic conversion. That's why we follow a very specific process, indexing and updating the labels on each box of documents as they move through the scanning process. That way, if you need copies of specific documents, we can either email you the file if it has already been scanned, fax it to you or make the copies you need in a very timely manner.
Does a document management system allow me to edit or alter images?
A document management system should not allow the original image to be altered or edited. Annotations should be overlays that do not alter the original document. It is important to protect the original image in order to maintain both the legal status of the document and the integrity of the system.
What are the benefits of outsourcing my document imaging? Can't I just do it myself?
Some companies opt to purchase scanners to handle small daily volumes of documents that need a quick turnaround time. That can be a very workable solution if it's truly a small volume of documents and you are in a simple upkeep situation. However, if your company has larger volumes of documents, it is generally best to outsource the job to a professional document scanning company like Adelante Document Imaging. Very often we hear from customers who tried to handle larger jobs in-house and made the equipment investment to do so, but could not dedicate the time and training to get the job done. Compared to staff time and your existing resources, it is almost always wiser to send large backlogs of files out of the office for conversion. Adelante Document Imaging uses very high quality imaging equipment, which produces excellent image quality and it's high-speed equipment, too, which keeps costs down.
Wouldn't I still need to keep the original paper documents anyway?
In today's digital world, electronic scanned documents are accepted by virtually all governmental agencies including the court system. The key aspect is to ensure that all of the documents demonstrate proof of being scanned, and are stored and managed with due care and diligence. New standards assist in this process of document scanning, and the work at Adelante Document Imaging follows all of these "best practice" guidelines.
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