Document Archiving FAQs
 
"Making it, As Easy as it Should Be"

Document Imaging, Frequently Asked Questions

Q: How much does it cost to scan a box?
A: Every file in every box is different. Therefore to get an accurate cost estimate, Pouch Records Management will scan a sample box at no cost or obligation. This process gives us a better idea of how long it takes to prepare the documents for scanning (remove staples and paper clips, taping of small post-it notes and receipts for scanning, etc.), scan, index, and export the documents to CD/ DVD. A Consultant will then present you with the CD/DVD of images, show you how to search by
index field, and give you a breakdown of costs.

Pouch Records Management does not believe in ‘guesstimates'. Our customers depend on accurate estimates to make the best decisions and plan budgets accordingly.

Q: How will your imaged documents be delivered to you?
A: During your complimentary Imaging Assessment with a Pouch Sales Consultant, we will work with you to determine the best format and delivery method based on your specific needs. We can convert your hard copy documents into TIFF, JPEG, PDF, etc., formats. Whether you want the information stored on an external storage device (CD, DVD, external hard drive), hosted on an internal server, or Web-hosted, we can accommodate you. Pouch Records Management offers customized solutions!

Q: How can you find the document you need?
A: Documents will be searchable and retrievable by index field. Pouch Records Management
customizes index fields based on how you currently retrieve a hard-copy file. For example: patient
name and/or number and date could be index fields; or client name and invoice number. Pouch
recommends 2-3 index fields in most cases.

Q: Why should you outsource imaging?
A: Depending on the volume of information being scanned, you may have the resources to handle smaller projects in-house. You will want to consider the speed/quality of your scanner, staff levels, consistency of file indexing, and how you will search for documents, before you attempt to convert large volumes of hard-copy documents.

General office scanners are limited to the number of pages the feeder will accept. The scanner settings may need adjustments in order to get a quality image from older documents. Preparing documents for scanning can be a labor-intensive process. Removing every staple and taping small notes or receipts takes time. Saving documents to a folder by file name is common. If there is not a consistent method for naming and storing files, end users may spend too much time looking for information they need. Your employees likely have a number of daily responsibilities. Even if they had an extra hour each day to devote to scanning, it could take staff months to accomplish what Pouch can do in one day.

Pouch Records Management has invested in high-speed, quality scanners, document management software and staff training. We are committed to providing customized solutions. An imaging assessment will help to determine what you can handle on your end and where you might need the help of a professional imaging service bureau.

Q: Which documents should you scan?

  • A: Characteristics of documents best suited for imaging include:
  • Long retention periods
  • Frequent retrievals
  • Requires accessibility by multiple users from multiple locations
  • Information is shared with outside parties

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