Go Green and “Digitize” your Physical Data into Digital Documents!

Go Green and \"Digitize\" your Physical Data into Digital Documents!

Note: This is a paid review through ReviewMe.

As a former IT technician, I can understand the importance of digital documents. A lot of businesses today still uses hundreds for file boxes for all their information, creating more paper waste and information hard to file, organize, and retreive.

What exactly are digital documents?

Basically a digital document is your physical document scanned into digital files such as PDFs, Jpegs, etc..etc… If your business does not use more than 50% of all documents as digital files, your business maybe be considered a “wasteful” company by today’s digital standards.

What are digital documents important?

Digital documents can save hundreds or even thousands of trees per year for companies that traditionally use paper invoices, order forms, etc…etc…

Companies can start digitizing all of their information and start going green.  Even better, you could probably even state, “Our company uses over 90% of digitized data and save XXX number of trees per year”.

In general, companies who use digital documents are far more organized and can backtrace any old document simply browsing through their hard drive instead of searching through boxes of physical files, which can be a costly in terms of both man power and physical storage space.

Of course, you could get a nice high speed scanner and digitize all your offline files yourself or you can resort to services from professional document management companies such as Digital Documents LLC, who provide full document management services and document scanning.

Most traditional companies will have hundreds of boxes of physical files that consist of accounting papers and other important documents such as patent files. By having all the information “digitized” into PDF files, you no longer need a physical space for your files nor do you have to worry about once-in-a-lifetime fire that could destory all your important information overnight.

Try visualizing all your stacked boxes full of files that are stuck in a corner of a warehouse all digitized and fitted into a portable 30GB harddrive you can carry with you anywhere in the world.  Next time your client asks for proprietary information about your company, skip the IT guy and show it to him directly from your laptop.

Even better, you can “encypt” your information once it has been digitized unlike physical files.

If you are interested in turning your business green by digitizing all your paper data, you can check out the ten step process that Digital Documents LLC provides:

Digital Documents, LLC is a document scanning leader. We provide ISO 32000 compliant document conversion services that enable our Clients to successfully unlock the true value of the information contained in their files. The benefits gained from our scanning services result in increased productivity, performance and profits. Our Clients realize tangible benefits that reduce their total document management expense while increasing profits by optimizing their business processes.

Ten Stage Document Scanning Services Approach

Stage 1: Document Scanning Project Requirements

In this stage, your organization’s project requirements are defined utilizing the Project Tools. These requirements become the basis of the tailored solution we will develop to convert your files into Digital Assets. In addition, as a courtesy service, we schedule a time to process a set of sample documents for your Team’s review.

Stage 2: Documents Received

In this stage, we receive the project files and perform an inventory process to log and label these materials. These processes allow us to quickly retrieve any materials you may need while your files are in Our Care. Our goal is to serve your information access needs, minimizing the impact of this project on your business.

Stage 3: Document Preparation & Quality Review

In this stage, your files are prepared for scanning. The document preparation processes we utilize ensure that the natural order of each file is maintained and that the files are prepared to enable the best possible scanning results. The Preparation Team focuses on general project requirements (such as staple removal, binding removal, document repair and page orientation) and specific project requirements (such as special handling of Post-It Notes, color images and media). The Preparation Quality Lead performs our proprietary three-stage dDQualityActions© review of the prepared files. This entails a thorough review of the prepared files to ensure that all project requirements are met and that no variation is introduced into the process. Our experience with large-scale file conversion projects has shown that this unique approach minimizes any impact on quality.

Stage 4: Project Set-Up & Quality Review Procedures

In this stage, we tailor the Project Set-Up technical requirements based on the project requirements utilizing our dDSpeedScan® technologies. These requirements define the tailored processes and quality procedures we utilize to conduct each stage of your organization’s project. Our rigorous approach to tailoring the project specific technology requirements ensures the levels of accuracy your Team demands.

Stage 5: File Conversion & Quality Review

In this stage, your Team’s files are scanned utilizing our dDSpeedScan® technologies. Our scanning technologies and processes ensure the best possible image capture. The Scanning Team focuses on general project requirements (such as image settings, file format, page size and paper thickness), and specific project requirements (such as special processing of odd-size pages, color images and double-sided pages). The Scanning Services Quality Lead performs the dDQualityActions© review of the scanned files. This entails a thorough review of the files to ensure that all imaging requirements are met and that no variation is introduced into the process.

Stage 6: Post-Conversion Services

In this stage, the files are converted into the required file format and processed utilizing the required dDSpeedScan® image enhancement filters. If defined as a project requirement, Optical Character Recognition (OCR) is performed to enable word level search and retrieval. In this task, each letter in an image is processed utilizing our dDOptimaOCR
® technology. This advanced OCR technology ranks each character in a word to determine the best text recognition fit. Then once a word is generated, it is filtered through our proprietary dDAlgorithm© to ensure the highest quality results. Finally, the text is processed utilizing our sophisticated dDLayout© technology to accurately recreate the text layout of a page, providing the best possible search and retrieval accuracy.

Stage 7: File Naming, Coding & Quality Review

In this stage, the files are named and coded to enable search and retrieval and, if OCR was performed, a secure word level search within and across the digital files. To achieve the highest quality coding results, we focus on naming and coding accuracy and validation. We accomplish this by leveraging our
dDImageCode© technology, a proprietary coding solution to capture, review and name files based on the project requirements. In addition, the Coding Quality Lead performs our proprietary three-stage dDQualityActions© review of the coded files. This entails a thorough review of the files to ensure that all coding requirements are met and that no variation is introduced into the process. Our last Coding Audit confirmed a Six-Sigma level of quality in the coding of “unstructured documents.”

Stage 8: File Data Integration & Management

In this stage, the digital files and the coded fields are integrated utilizing our dDOCP© technologies and processes to ensure the best possible search and retrieval options. These “Optimally Coded Page” technologies ensure that each file and its corresponding coded fields are integrated to create a file that acts as a self-contained database. The result is files that are flexible and accessible from CDs, DVDs, PCs, Servers or your organizations Document Management System.

Stage 9: Project Deliverable & Quality Review

In this stage, your organization’s digital files are stored on Media/Posted/Hosted and a Project Status Report is prepared. We pride ourselves on our ability to provide the best possible deliverable in the time required, and have designed each stage in the conversion process with a focus on quality. As detailed in the description of the stages above, we take every measure to ensure consistency and quality while minimizing variation by continually improving our processes. This is a tenet of ISO 9000 and the Total Quality procedures to which we strive to adhere.

Stage 10: Deliverable Sent / Files Returned or Recycled

In this stage, your digital documents are shipped and the files Returned, Recycled or Certified Destroyed. Once you receive and review the digital files, we can initiate our electronic file destruction procedures, which permanently delete your files from our systems. The technology we utilize exceeds the U.S. Department of Defense’ secure file destruction requirements. This “electronic file shredder” completely removes all traces of your files and scrubs our hard drives to ensure that no file can be restored by data recovery utilities.

One Response to Go Green and “Digitize” your Physical Data into Digital Documents!

  1. What other image formats in addition to PDF’s are offered?

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