Frequently Asked Questions
Document scanning is the process of using a scanner to convert your paper documents into digital images. The images can then be stored and indexed in a digital archive.
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The key reason that organizations scan their documents is to improve their find-ability. When you put business documents in a file cabinet, warehouse, or off-site storage, they are forgotten or lost. Scanning makes it easier for employees to quickly locate and access documents instead of wasting time searching for or recreating the ones that go missing.
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When you scan your documents, you eliminate the need for physical paper storage, which means no more file cabinets, file folders, filing processes, or the associated staff to manage it all. Scanning also allows you to reclaim valuable office space. Paper requires a lot of physical storage, mainly in file cabinets.
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PSUSA provides an online storage solution called KDocs. It’s a Software-as-a-Service (SaaS) application which means you only need a browser to access to your documents. There is no hardware or software to be installed and you do not have to keep track of DVD’s.
Your documents can be delivered via SFTP (Secure File Transfer Protocol), CD, DVD, External Hard Drive, or USB Drive so that the images and their indexes may be loaded into your Document Management solution.
You can use KDocs. Or, you can choose to store the documents on a DVD or your network file server. One DVD can hold 15,000 to 20,000 images, the equivalent of approximately two file cabinets or eight boxes worth of paper.
A paper-based filing system leaves your documents susceptible to being misplaced, lost, stolen or destroyed from fire, water damage, or other natural disasters. When you convert your paper documents to digital, you are getting a layer of security unmatched by paper. Scanning helps you manage your policies for compliance and record retention. Besides, you never know when a disaster could hit so why take the risk? You always need a back-up plan when it comes to critical data. Scanning your documents can help you prevent data loss and keep your documents safe.
If you have a small amount of documents you could certainly do it on your own with a desktop scanner. But, if you have a large volume of documents, it is best to outsource your scanning project to document scanning specialists like PSUSA. We use state-of-the-art high speed scanners to produce outstanding images and our certified scanning specialists perform quality checks at every step. This allows us to turn your scanning project around quickly and accurately. If you did it yourself, you would have to deal with the hassles of purchasing and maintaining the equipment, training your staff, and managing the entire process to make sure your project stays on course and within budget. In the end, outsourcing is generally far less costly and of better quality than bringing it in-house and doing it yourself.
Indexes are unique labels or tags that help you find a document you need later. When searched, indexes make instant retrieval of a document possible. Once your documents have been scanned, the file name of each document can be saved with indexes that you define. Searching by index allows you to retrieve the relevant document you need from among hundreds of other documents in seconds. For example, a typical index for accounting might be the invoice number or vendor name. Indexes can be applied automatically through a manifest and barcode or through data entry by a specialist.
A manifest can be used to identify all of the file folders and/or documents in your file box. A manifest may simply be an excel spreadsheet listing all the files in a box. It is a great way to keep track of what will be scanned and may even be used to generate bar-codes for creation of indexes that you can use for searching later.
Handwritten documents can be scanned as easily as typed text. Optical Character Recognition (OCR) is not typically used for hand-written documents. Handwritten documents use indexes for searching which is the best way to find these documents.
We can scan your documents and save them to searchable PDF’s or TIFF images. You should work with your document management system vendor to learn which format is best for your needs. KDocs supports either of these formats as well as every other electronic file format.
PSUSA is highly committed to secure processing and protection of information by completing the Payment Card Industry Data Security Standards (PCI DSS) program. Access to our scanning facilities is strictly controlled through biometric sensors in every room with only authorized employees accessing the data center rooms. Closed loop video surveillance cameras track activities and there are clean rooms to manage sensitive data and biohazard rooms protecting against biochemical concerns. All associates go through an extensive criminal background check, credit check, and participate in a periodic drug screening program.
Preparation for scanning can be done by PSUSA specialists. The PSUSA team will remove staples, paper clips, binder clips, post-it notes, and do triage or repair of torn documents for scanning. Depending on the extent of wrinkles or tears the scanning specialist will choose to use an automated feeder or will place the documents directly on the glass for scanning.
Searching is performed by the document indexes. Indexes are saved in the file name or the indexes can be stored as separate file. A separate file is typically used to load the indexes and images into a document management or departmental solution. Searching may also include content searches if the images are stored as searchable PDF.
Yes, however, we charge additionally for color scanning. By default, scanning is done in black & white which meets the vast majority of your needs. Should you request color scanning, the price of your scanning project would be adjusted to reflect this service.
From the beginning until the end. We want to make sure that you are satisfied with the quality of our scanning services. Upon scanning your first box of documents, we will ask you to review them. PSUSA scans to an online solution allowing you to view the images and participate during the scanning process, not just at the end when it is done. Throughout your scanning project, if questions arise, we will ask you to provide input.
PSUSA will allow you to request your document through a “Document Pull” process. You can tell us the document you need and we can scan it and send you a secure link so that it will be immediately accessible to you.
If you want them back, we can return them to you. However, the majority of our clients prefer to have us to shred their documents for them. Your documents will be returned or shredded once you have reviewed and approved the scanned documents.
PSUSA has unique box pricing. We will consult with you on what you need such as indexing or returning your box and from that we will determine your box price. We will then be able to give you a fixed price based on the number of boxes you give us.
Absolutely. PSUSA handles day-forward scanning for many organizations. Clients use a PSUSA post office box where documents are picked up for scanning every day. This is a great, convenient service when you have a ton of documents that come in daily.
Yes. PSUSA’s KDocs document storage solution is a software-as-a-service application that allows you to retrieve and store images online. There is no hardware or software required and the digital images of your documents are instantly available to you with features like secure email, annotations, quick searching, and more.
Not all scanning vendors provide the same types of quality checks so be sure to do your homework and ask lots of questions. Quality control begins with the inspection and identification of everything in your box. The documents should be prepared for scanning by physically removing paper clips, staples and more as well as the insertion of bar-code separator sheets that will be used during scanning. Scan specialists should visually inspect a high percentage, if not all, of the documents that are being scanned. Next, a percentage of the scanned work should be routed to another person for an additional quality control check. Make sure you know the process the scanning vendor you work with employs or you may not be happy with the end result.
PSUSA will retain your documents for 30 days after they are delivered to you in a final format. This gives you the time to preview them and make sure they are to your satisfaction. After the retention period, we can shred your documents or return them to you.
Sometimes a document that is in long term box storage can be needed by a customer. Instead of returning the whole box of records or delivering a file, we are asked to scan the needed record and deliver it to our customer electronically in a secure way. This saves you from having to chase paper, and often times is cheaper than a courier for delivery.