Document Scanning & Conversion Services
Digital Documents, LLC is the leading document scanning, conversion and indexing services company. We provide Best Practice Outsourcing Services for Document Scanning, empowering your organizational processes by converting documents into digital assets. Our services facilitate instant and secure access to information, enabling increased productivity, performance and profits.
We are recognized experts in providing document scanning services to support large scale, Mission Critical conversion services for projects that require quick turnarounds and high quality deliverables.
Utilizing our advanced technologies and processes, we can provide your organization with the highest image quality and coded data available in the industry today, enabling quick search and accurate retrieval of each secure file. We achieve this by tailoring our services to meet the unique requirements of each project.
As detailed in the description of the stages below, 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, and the basis of our:
Ten Stage Scanning Services Approach
Stage 1: 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: Preparation & Quality Review Services
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: Software Set-Up & Quality Review Services
In this stage, we tailor the Project Set-Up technical requirements based on the project requirements utilizing our dDSpeedScan® Software and 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 Services
In this stage, your Team's files are scanned utilizing our document scanning software, dDSpeedScan®. 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 Software & 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® Software. 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 Services
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© Solution, a proprietary coding software 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: Metadata 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 Services
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.