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You don't have to shuffle paper if you don't want to

Remove the manual procedure of trying to track who created, viewed or responded to RFIs. Minimize the turn time and improve the efficiency of processing submittals. Eliminate delays associated with email distribution and improve workflow regarding clarifications and approvals. Manual tracking of emails and maintaining approval logs and responses is burdensome.

Keep your project moving

Don't let confusion bog your team down

RFIs and submittals can be a pain in the neck; questions arise, clarifications are required and changes happen. You need the assurance that everyone is getting the most up-to-date information to keep things moving and minimize delays.

Streamline the RFI process

With the ability to manage RFIs from a single solution, not only is submitting an RFI simple, you can stay organized and keep track of them as well. When an RFI is created within a plan sheet, it automatically links to that sheet. Attach photos and comments that help clarify requests. Track document #’s, create dates and response dates.

Simplify submittal management

With ARC technology, managing the submittal process has never been easier. You can store, view, share and keep others up-to-date with submittal status all from a single location. Submittals are organized and logged for quick access and all history of activity is recorded and available when you need it.

Document Conversion Workflow

Your documents and information are safe with us. Our team of document conversion experts keeps a highly secure chain of custody as seen in the workflow below meeting the most stringent requirements. Our facilities and processes are HIPAA compliant.

STAGE 1

Barcode all boxes
and documents

Inventory and secure
seal documents at
coustomer sites

Secure transport
of documents to
HIPAA center

Inventory & confirm sealed boxes at
HIPAA center

STAGE 2

Secured and
surveilled storage

STAGE 3

Prepare documents in
secure environment

STAGE 4

Scan documents, data
encrypted at rest

STAGE 5

Document indexing and
data normalization

STAGE 6

Document
quality review

STAGE 7

Image processing
and OCR

Image and data migration,
encrypted at all times

STAGE 8

Document
re-assembly

Secure transport of
documents, return to
customer

OR

Document destruction
at HIPPA center

Going from paper to digital made easy

Learn how we can help you scan, index and find your documents easily and successfully.

Watch short video

Real-time updates

Keep everyone on the same page with real-time updates. As soon as an answer is posted, team members will have access to the latest information anytime from any device.

Preserve history

RFIs and submittals are archived so you have a complete history of who created, viewed, and responded. All of this information can be recalled in the future with a click of a button.

Keep on schedule

Consider us an extension of your team. Are RFIs stacking up? We can assist in getting you caught up in no time. Our flexible services provide extra support when you need it.

For any industry

Departments benefiting from scanning paper documents

Content about what to expect
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Proud to be a GSA approved vendor.

Services included:

  • COVID-19 Social Distancing Signs
  • Document Scanning
  • Floor Decals & Graphics
  • Document Printing
  • Wayfinding & Safety Signage
  • Mobile Desk Screens
  • Indoor & Outdoor Signage
  • Facilities Plans Solution

FAQs

1 What is document scanning?

Document Scanning is the process of converting hard copy paper documents into electronic file formats to reduce storage costs, and allow more flexibility in searching and sharing the documents with others.

2 What Sizes of Paper can you scan?

We can scan paper as small as a business card, all the way up to Maps and Drawings 60” wide by any length, even 20 feet long!

3 If my document has multiple pages, can they all be scanned into one file?

Yes, our methods of scanning can create a multi-page file, most commonly PDF, even having thousands of pages into one PDF file.

4 What are the most common files that you can scan my paper to?

95% of all paper we scan will be converted to a PDF file. On rare occasions, we also scan to a TIFF file format and sometimes others.

5 If my paper documents contain color charts or colored text, will the color be retained?

Yes, be sure to ask for “Color” or “Auto-Color” when requesting service from your vendor. Auto-Color is a method where the scanning equipment examines the page image as it is being scanned, and if there is color present on the original page, then the images saved will also be in color. Otherwise if there is no color on the original, then the image is saved as Black & White.

6 Why would I not scan everything in color?

You certainly can, but be aware that images containing color are much larger than images of just black & white. This is why the Auto-Color option has become a very popular choice for customers.

7 What is OCR in simple words?

OCR stands for Optical Character Recognition. When scanning paper, the immediate result is an image (or picture) of the page. The text on the page is not actually held as “Text”, instead it appears to you and I as text, but it is actually a series of pixels (dots) that form the shape of text. Therefore, in the immediate scanned image, no text is actually present. Next, we run the image file through specialized software that examines the shapes that are formed by pixels, comparing the shapes to actual text characters and then finds the closest match, to create a representative text file. Most commonly, the representative text can then be searched to find specific words or phrases that might have existed on the hard copy paper.

8 Is the OCR result accurate?

The OCR result is only as good as the original hard copy image that it was scanned from. If the original was clean “machine printed” text, then the OCR result can be as accurate as 98% or 99% at the character level. However, if the text on the original was obstructed, or if the original page images was weak in contrast or poor in image quality, then the accuracy of the OCR will quickly diminish

9 Can you scan my paper to an MSWord format?

Yes, the OCR result can be saved to .doc or .docx format, but understand that much of the formatting characteristics, such as tab indenting, numbered or bulleted lines will be lost or not carry the actual formatting characteristics. If you are seeking to have pages scanned to MSWord formats, be prepared to spend time editing the results, and cleaning up the OCR’d text to make the Word file fully usable.

10 If I scan my documents, how will I be able to find them?

In addition to the file naming and/or naming of folders; There are two other ways to search and find electronic documents. First involves associating metadata (aka index data) to the files created. By associating this metadata, some software tools will allow the user to search the metadata to find specific documents. As an example, you can associate a document type such as “Contract” to your electronic result, and also associate a date of expiration of that contract. Therefore, you could search for “Contacts” that expire between a certain date range. The second way to search is by applying OCR technology to create a text representation from the original, where that text can also be searched. So now, you could search for “Contacts” that expire between a certain date range, and that also contain a specific name or phrase, to further refine your search.