Document Digitization

Our Scanning and Organization Process

Careful Handling from the Start

Your documents can arrive via USPS, other shipping services, or be dropped off directly at our office. Once received, every document goes through a preparation phase to ensure seamless scanning and long-term preservation:

• Inspection & Preparation: Each page is carefully examined for staples, paper clips, or wrinkles.
• Handling Options:
  • Basic Service: Customers handle staples, wrinkles, and paper clips themselves before delivery.
  • Premium Service: We handle everything for you—removing staples, flattening wrinkles, and preparing the pages for scanning.
• Delicate Document Handling: Pages too fragile for the Automatic Document Feeder (ADF) are set aside for flatbed scanning or reserved for the Bookeye 4 scanner for extra care and preservation.
• Archival Preservation: For documents requiring special attention, we’ll ensure they are handled, scanned, and preserved appropriately.

If documents are to be returned or stored after digitization, we’ll apply an APN (Asset Processing Number) barcode sticker before scanning begins for easy tracking and organization.

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Precision Scanning with Industry-Leading Equipment

The Right Tools for Every Document

We use a tailored approach to scanning, selecting the best equipment for your specific documents:

• 📄 Fujitsu FI-6770 Scanner: Ideal for standard-sized documents in good condition. Its high-speed ADF ensures efficiency for bulk scanning tasks.
• 📚 Image Access Bookeye 4 Scanner: Perfect for oversized documents, delicate materials, and bound books. Its design allows for gentle, damage-free scanning.

How We Choose the Scanner:

• Size and Binding: If a document can’t fit through the ADF or on the flatbed, it’s sent to the Bookeye 4 for specialized handling.

Batch Scanning Efficiency:

• Unless specifically requested, most documents are scanned in batches to maximize efficiency without sacrificing quality.

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Quality Assurance with NAPS2 Software

Every Page is Perfect

We use NAPS2 (Not Another PDF Scanner 2) software to:

• Inspect Every Page: Verify scan clarity, alignment, and completeness.
• Correct Skewing & Cropping: Adjust any imperfections to ensure professional results.
• OCR (Optical Character Recognition): Make your documents fully searchable with OCR technology.

This ensures every document you receive meets the highest standards of accuracy and readability.

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Intelligent Organization & Indexing

Your Files, Your Structure

After scanning, your digital documents are organized systematically:

• Custom Categories & Tags: If you provide a predefined structure, we’ll follow your system. Otherwise, we’ll apply a standardized set of categories and sub-tags to ensure clarity.
• Correspondent Assignment: Whenever possible, we’ll tag documents based on their sender or origin for easy retrieval.

Secure Delivery & Hosting Options

Your Documents, Your Way

We offer flexible options for delivering and managing your newly digitized documents:

• 🖥️ Paperless-NGX Hosting:
  • Cloud-Based Platform: Access your documents securely from anywhere, anytime.
  • Self-Hosted/Local Hosting: We’ll set up Paperless-NGX on a one of our slim computers giving you complete access control over your data.
• 💾 Hard Drive Delivery: Prefer a physical copy? We’ll deliver your organized files on a secure external hard drive.

No matter your choice, you’ll have easy, secure access to your documents without unnecessary complications.

Ongoing Support & Training

We’re Here for the Long Haul

Our relationship doesn’t end once your documents are delivered. We offer:

• 📚 Training: Tutorials and guides on navigating your new document system.
• 🛡️ Ongoing Support: Technical assistance and updates to keep your system running smoothly.

Whether you’re hosting on the cloud or locally, you can trust Paperless Docs Online to support you every step of the way.

Start Your Document Transformation Today

Say goodbye to clutter, lost files, and endless paper trails. With Paperless Docs Online, your documents are always at your fingertips—secure, organized, and accessible.

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