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Document Scanning Process

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Access Document Scanning Services takes very seriously when helping their customers go paperless, we trained our employees to use high quality equipment that provide us with HIGH quality digital images. All our employees signed our HIPPA acknowledgment and are HIPPA certified See our HIPPA Certifificate HERE. We take every step carefully to prevent errors, below you will find our scanning process from beginning to end.

 

Watch our Scanning Process & Quality Control Video HERE!

Scanning Process (Simple, Secure & Efficient) :

  • Collection

          Pick up of hard documents

          We place and scan a bar code in each box to track each box 

  • Preparation

          Identify documents (different sizes, color, physical condition, etc.)

          Discuss requirements with customer

          Prepare documents (remove staples, clips, etc. re-accommodate post-its) 

  • Scanning

           Our associates use a very sophisticate scanning software in imaging to digitize your hard documents. Program is able to enhance images to its highest quality. If not readable, pages are converted in            to color.

  • Quality Control

           This is one of the most important steps in our scanning process, since we review each single image at least 3 times to ensure quality

           1. Quality scanning revision upon completion of each folder, binder or box  (we look at each page while scanning, preview is shown on computer to

               identify bad quality images that need to be re-scan)

           2. Quality scanning revision  (this process is completed after done scanning all files, at this point we check page by page ensuring quality of digital

              images, delete blank pages, convert images to other formats for better quality)

           3. Quality scanning revision (digital files are revise page by page and converted to desire format and revise for final process)

           4. We also check for Rotation - Contrast - Double-Sided - Cut-offs - Clarity - Double Feed - Border Removals - Special Specifications
              by customer.
  • Indexing 

           Indexing (usually, documents are index by folder, binder, box, etc. Everything depends on how the customer wants it to be index)

  • Digital Storage (Delivery)

           Put digital files in (CD/DVD, Flash Drive, HIPAA Compliant Cloud)

  • Delivery

           Drop off of files in person or mail.

  • Follow up
  • Shred & Recycle 

    This is one of our favorite step process since we are recycling paper for future re-use 
          The use of recycled paper reduces the need for virgin material in paper 
           manufacturing. This allows for fewer trees to be cut down for production.

           Making 1,000 kg of paper from recycled material conserves about 
          7,000 gallons of water, 17 to 31 trees and 4,000 kwh of electricity.

          Milling paper from recycled paper uses 20% less energy than to make paper 
          from trees, with less pollution from transportation and chemical treatment.

 

We use different equipment and software that provide us HIGH QUALITY digital images. In some cases digital files are revise up to 5 times to make sure every images was scanned correctly.

Software:

  • Kofax Software Super High Quality Production (improve the quality of scanned documents)
  • PDF Software
  • NextImage Large Formar Scanning
  • WonderShare Software
  • AcDsee Software
  • Microsoft office 2013
  • Boxcryptor Encryption
  • BotLocker Encryption
  • Virtual Private Network Software

Equipment:

  • Cannon DR G-1130 High Production Industrial Scanners
  • Kodak I5200 Alaris High Production Industrial Scanners
  • Fujitsu high speed scanners (fi-6770, fi-6770,fi-6240)
  • Contex 54 in scanner
  • Dell Servers
  • HP and Sony Computers
  • Sandisk and Toshiba portable storage

Access Document Scanning Services is always working to provide high quality service in each project, if you have an suggestion or questions for us, feel free to contact us, we will be happy to assist you ! 


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16001 Ventura Blvd #115 Encino, CA 91436
Call before dropping by! (Street Parking Only)
Dial 115 in the call box to enter building

Monday - Friday

8:00 AM to 4:00 PM

Saturday

By Appointment only

Sunday

Closed

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