How It Works
11 STEPS FOR DIGITAL CONVERSION PROCESS
Document Scanning Requirements: In this stage, your organization’s project requirements are defined. 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 review and feedback.
Document Pick up & Receipts: All pickups are made in secure locked, business vehicles and always by permanent employees; we never utilize any other third-party shipping company. On arriving at the facility, all boxes are received, in a secure and dry receiving area, and handled at all times by authorized representative. Boxes are accounted for, checked for any damage during the transit, and it is ensured that every box is completely secure.
Documents Received: In this stage, we receive the project files and perform an inventory process to log and label these materials/ boxes. 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 ongoing operation/business.
Document Preparation: 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 document preparation team focuses on general project requirements (such as removal of staples, paper clips, binding removal, and document repair & page orientation), as well as repair any damaged areas, and specific project requirements (such as special handling of Post-It Notes, color images, and media). All this is done to ensure the document is scanner ready. This task is the most vital part of the whole process, and our staff works carefully to maintain the integrity of the documents throughout the preparation process.
Project Set-Up: In this stage, we tailor the Project Set-up technical requirements based on the specific requirements. These requirements define the tailored processes and quality procedures we utilize to conduct each stage of your organization’s imaging project.
File Conversion: In this stage, your files are scanned. 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 a 100 % review of the scanned files, to ensure that all imaging requirements are met. During the scanning process, the primary concern of the scanning operators is to ensure and maintain the integrity of the documents. While scanning, we always ensure there is an operator on each scanner, all the time, to quickly be able to make adjustments when needed.
Post-Conversion Services: In this stage, the files are converted into the required file format and processed utilizing the required image enhancement. 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.
File Naming, Coding & Quality Review: In this stage, the files are named, indexed 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.
Project Deliverable & Quality Review: In this stage, your organization’s digital files are stored on a secure FTP or hosted solution 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.
Deliverable Sent / Files Returned or Recycled: In this stage, your digital documents are shipped and the files Returned, Recycled or Certified Destroyed as per your requirements. Once you receive and review the digital files, upon request we initiate our electronic file destruction procedures, which permanently delete your files from our systems.
Document Retrieval Services: To ensure that the documents and file are always assessable to our customers through, out the image conversion project, we dedicate an operation supervisor and a customer service representative, for any file/ document retrieval request that is made during regular business hours (8.00 am to 5.00 pm Monday through Friday). Requests will be delivered to authorized employees via secure password-protected PDF files or through secure encrypted file sharing systems only.
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We needed to have notebooks scanned and eRecordsUSA did just that in no time. The final file was more polished than I expected considering the notebooks had to remain intact. If you need a professional service with a quick turnaround time at very reasonable prices, I highly recommend eRecordsUSA.
- Andrew Dinh
I had a box of fading Newsweek and freelance clips. eRecordsUSA did a great job digitizing them. They look great, are searchable, and are conveniently located on one disc rather than in a haphazardly organized box. I recommend eRecordsUSA to any journalists and to anyone who wants to organize their office/life!
- Patricia King
- Writer - San Francisco
I dropped off a box of unorganized papers, when I received the scans back WOW! I love your work and your attention to detail. I will be sending you more work.
- Dr. Patrick Porter
- Porter Vision
I was very impressed with the professionalism and product I received from eRecordsUSA. They were efficient with the pick up of documents, and the scans are very user-friendly. I highly recommend them to any business.
- Nedda Ledgerwood
- Nedda Ledgerwood, Attorney
We needed many boxes of information scanned and shredded. eRecordsUSA picked up the documents, which was very convenient, and sent us the scans shortly thereafter. The on-site shredding service was an added bonus. All in all, eRecordsUSA helped our law practice truly become a \"paperless\" office
- Doron Ohel
- Doron Ohel Law Offices
I have had more than 15K of class papers that I collected while being 2 years in Stanford. I just left huge box with papers without particular order . eRecords scanned them and shredded paper versions. Thank you for high quality of scan services and for structuring all my papers according to the topics (free bonus that I got)!
- Igor Khamel
- Stanford Student
Great service, on time, reasonable price
- Mara Feeney
- Mara Feeney & Associates
eRecordsUSA did an outstanding job. Considering that we requested the job to be done during the Christmas holidays they delivered the job on time for us to be able to pull out the data needed for our publications. Clinical forms were scanned with high quality and they are easily searchable. Great job eRecordsUSA! I recommend them and I am sure I will ask their help in the future when needed.
- Erika Cavallone
Our experience was very pleasant. Great communication and follow up/through, timely and courteous. Would definitely use the service again.
- Christina McNabb
- Life Technologies
The team at eRecords has been terrific to work with in every respect. Fast, quality service and results at competitive pricing. Our group has been working with eRecords for over a year now and we will continue our business together.
As a member of the Sequoia Audubon Society of San Mateo County, we asked eRecords USA to scan old newsletters into PDF searchable files. They successfully scanned 2,853 pages representing 421 files. The newsletters were scanned in B&W at 400 dpi. Prior to beginning the project, eRecords USA provided us with a written estimate. They initially estimated the project to take 4-6 weeks but the project was completed in just 2 weeks. During my initial meeting with eRecords USA, Sharma took the time to ...
I am a happy repeat customer for over 3 years now! eRecordsUSA scanned all my course readers so I could go to class with my ipad instead of a heavy backpack full of paper. Very happy to have found them! Fast and reasonable turnaround time. With OCR, so all my documents are searchable. Thank you, eRecordsUSA!
Very professional. Scans quality is quite good considering the age of the documents. Great customer service, and very good turnaround time. Highly recommended.
I found eRecordsUSA and have been extremely pleased with the work they did, and are doing, for me. I gave them numerous unorganized boxes of genealogy records, miscellaneous documents of all shapes, sizes, quality, and kind, family photos of various vintages, even yearbooks from 1917 and 1918. They have efficiently, and very importantly, created quality scans of all the documents. For the books, they returned the books unharmed. The quality of the scans of photos from nearly 100 years ago, an...
ErecordsUSA was great! They provided us with high quality document scanning and printing and everything was done on time even when we gave them a tight window to work with. Everyone is very friendly and professional and very easy to work with it. They communicated with us very well and got all our scans done in time. I highly recommend eRecordsUSA
I can't imagine a better Newspaper scanning service provider than eRecordsUSA. They are fantastic! We had them scan our bilingual newspaper, El Tecolote, and it was not an easy job because in the early years of our publishing (1970s), the reader flipped the newspaper to get one language or the other. This job required a lot of careful work on the part of the eRecordsUSA staff. I honestly think this company beats every other scanning service in regard to quality and price. Super nice people too!
eRecordsUSA provided a great Magazine Scanning job in several missing issues of a magazine in two languages, and then applying dual-language OCR to make the text searchable. The quality of the scans was outstanding. Recommend them most highly.
Our company needed several magazine articles scanned - apparently a smaller than usual Magazine Scanning project for these guys - but they took it on nonetheless. Some of the pages in the first round of scans were slightly crooked, but they straightened and cropped the problematic pages quickly and efficiently, ultimately delivering great scans. The original magazines were returned in perfect condition.