Document imaging is the scanning of paper documents to create electronic images to be stored and retrieved on your computer, at will. Our Document Imaging Process has evolved through our decades of experience .

In order to perform accurate and complete document imaging, several different functions must be performed.  These include: document receipt (from USPS or Courier), workflow tracking, opening, cutting, sorting, inspection of and separating documents, unfolding, removing staples and paperclips etc., grouping documents into like categories, and designating the beginning and end of documents and batches.

Project Management

Whether your project in done in one of our domestic offshore facilities or onsite at your facilities, your project management team is based in the U.S. They are responsible for all aspects of your project and our workflow tracking tool "Tracker" oversee the smooth flow of your documents and data through out the process. They handle all communications with our production teams onsite dometically or offshore. Our project managers are working when you are. When projects are in our offshore facilities, you can sleep soundly knowing our project managers are communicating with those facilities.

Document Receipt

We offer multiple methods by which source documents are received.  At one end of the spectrum, we will open a post office box for a client’s incoming mail and retrieve their mail daily. In other instances, clients prefer to send documents directly to our production site on a daily, weekly or as-needed basis. Or we can do the work on-site where your documents are stored.

Workflow Tracking

Regardless of where we do the work, at your facilities or ours, document and workflow tracking are the critical first steps in assuring good quality and 100% accountability for all applications processed by DDCSS.  The DDCSS workflow tracking system “Tracker” provides the ability to track all documents being processed in your project.  This software provides the exact stage of production, volumes, status, and the name of every employee that performed any function on that application.  Every box, tray, or batch of work that arrives is assigned a barcoded tracking number that follows the work all the way through our production process and accounting department. You can rest assured knowing where your critical information is throughout the project.

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Document Preparation

Document preparation assures good quality and maximum productivity during the scanning process and enables the data capture and indexing of all available information.  Manual tasks include: document receipt (from USPS or Courier), opening, counting, cutting, extraction, sorting, inspection of and separating documents, unfolding, removing staples and paperclips etc., and designating the beginning and end of documents and batches.

Scanning

Document scanning is the process of using document imaging software and high-speed document scanners to convert an image of the paper, microfilm or microfiche to a digital picture. Document scanning can help save money by eliminating costly document storage facilities and services, and increase office efficiency by reducing the amount of time needed to find your archived records. DDCSS uses state-of-the-art scanning equipment that can detect double feeds, and provide automatic image enhancement such as de-speckling, de-skewing, de-shading and streak removal.

Data Entry or indexing

DDCSS offers domestic and offshore data entry and indexing services.  The data entry or indexing operator keys on a split screen from the image, and for improved security, we can "mask" the image so that one operator sees the name and address block, for example, and another operator sees the balance of the document. Our masking capabilities are one of the security features utilized by many of our financial and medical customers.

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QC and Rescanning

Quality control entails systematic reviews and checks starting as soon as we receive your documents and continues as the go through Document Preparation into Scanning, Data Entry and Indexing to Output. Systematic reviews and checks assures the scanned images are readable and indexes or fields data entered are accurate. QC includes methods for flagging bad images and explaining why or how images should be rescanned. These and other quality control procedures are performed during every phase of production.

Our Advanced Quality Control procedures insure that image creation and the indexing or data entry quality is never
compromised. We will guarantee any level of quality you desire.

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Output

Output is the final stage of the scanning and data entry or indexing process.  Output consists of creating CD, DVD or other media, or the transmission of files containing the data entry or index database and the associated images. Image file formats include TIFF, JPEG, BMP, GIF, Adobe PDF and others. We maintain a secure FTP site where customer access can be granted for uploading and downloading files. DDCSS also provides robust image storage and retrieval software and can help customize an image storage and retrieval system to meet your specific needs.

Pricing

DDC Scanning Solutions can price your document imaging and indexing/data entry projects however, you need to provide us with a little information. Our rates are based on a combination of factors including volume, turnaround, document quality, amount of document preparation work required, indexing or data entry keystrokes and what you want to do with the paper when we are finished. We can use domestic or offshore labor for portions of the projects depending on your requirements.

We always welcome the opportunity to test and prove ourselves to our new clients.  DDC Scanning Solutions Inc will prepare, scan, index or data enter, and transmit the associated database files and document images to you, so you can evaluate our speed and performance. There is no charge for this test.

Provide us with information on your project.

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