Document Scanning Best Practices: Delivery & Destruction

January 23rd, 2017 | Posted by Kevin Corley in Document and Information Capture | Document Scanning | Information Management

As part of our Document Scanning Process Best Practices series, this blog post covers what happens after your documents are scanned. If not laid out well, you could be in for some unpleasant surprises…

Delivery of Images & Indexes

Scanned images and indexes can be delivered via our secure FTP site and/or we can deliver DVD media with the images and indexes. If you wish to provide a portable hard drive, we can deliver all of the data there as well. The image and index files will be generated in PDF, TIFF or whatever other format is compatible with your document management software, ERP or other file system.

Reporting

As part of the scanning, data entry and QC process, Image One will create reports designed to track the number of documents that are received, prepped, scanned, and indexed. The totals for each category can be compared to insure that all documents received were imaged and indexed and that the quality control process is working.

Document Storage, Destruction & Requests

Once your paper documents are scanned, the boxes containing them will be marked as scanned and placed in the secured document storage area. The paper documents will be stored at Image One for 30-60 days after the images are delivered to you. After that time and if destruction is requested, Image One will send a letter for authorization to destroy the documents. Upon receipt of the signed authorization to destruct, the documents will be destroyed. Storage for documents longer than 30 days may be subject to additional storage costs.

At any time the documents are in our possession, we will fax or e-mail a copy of a document if requested. Most requests can be handled in a matter of minutes since we know where all documents are any time during the capture process.

Next Steps

For over 20 years, Image One has scanned a wide variety of document types for organizations throughout Florida from our Tampa and Orlando service bureaus and onsite at client locations. Over that time, we’ve optimized the document scanning process from pickup through scanning and QC to destruction.

Isn’t time you got rid of your paper? Request a quote from Image One today and you may find that your document scanning project may not be as large and as costly as you think, as we can help you determine what should be scanned, what shouldn’t and what can be destroyed today.

Contact us to learn more about our document scanning services today

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