Tag Archives: physical to digital

Scanning Services for Essential Information Access

Scan Plans for Emergency Situations

Improve access to documents for remote teams while maintaining compliance

Digitizing may not have been considered a priority before COVID-19. But paper based systems are still in place and are now causing a challenge for companies trying to meet their work from home requirements.

Scan Plans can help companies who are not ready or do not have the budget to digitize entire collections of documents. We can help identify what is most relevant and vital to business continuity by simplifying the process. It doesn’t have to be an “all or nothing” initiative.

Bradford Systems has smart and affordable scan plans that can be customized according to your budget and your company’s unique needs. We have a team of records management professionals that can guide you through budget friendly options and meet your current needs while still providing options for future enhancements.

Benefits of Scan Plans

Our team will safely pack, track, and transport your documents to our secure facility that aligns with the CDC precautions.
Scan plans are customizable and provide you with the tools you need at a cost you can afford.
Free secure storage for your hard copy documents during the duration of your scan plan.
12-24 month plans available. Longer durations available for large collections.

Use our scanning services only for as long as you need to. Once all your documents have been scanned, you have the option to safely dispose of your papers instead of keeping them in an off-site storage facility. No more paying for mountain-high storage fees every month!

Sample Scan Plan

Intake & inventory of 500 boxes (we can also provide packing labor and materials if needed)
Identification of key records that are relevant now.
Monthly or quarterly scanning based on your budget amount
On demand scans with no service fees during your scan plan

Set up a scan plan or ask us about our business continuity services.

The Importance of Quality Control

March 18, 2020Digital Transformations Digitization Document Scanning No Comments

Quality Control

Our reputation as a quality provider of secure scanning and digital conversions is based on consistently exceeding our client’s expectations. We achieve this by having a comprehensive Quality Control Plan and strict adherence to rigorous quality standards.

Standards of process and procedure have been developed and are included in all our records and information management projects. Standardization enables high-quality production of goods and services on a reliable, predictable, and sustainable basis. Standardization assures us that important elements of a process are performed consistently and in the most effective manner. Changes are made only when data shows that a new alternative is better. Use of standard practices allows us to:

Reduce variation among individuals or groups and make process output more predictable
Provide “know-why” for operators and managers
Provide a basis for training new people
Provide a trail for tracing problems
Provide a means to capture and retain knowledge
Give direction in the case of unusual conditions

Our standard process incorporates a “single task” function that enables team members to conduct Quality Control (QC) of the previous task before conducting their assigned task. These controls allow for a 4-point QC system that has been developed over 20 years to address expected errors. Each error is always documented and tracked to identify the root and process changes are made accordingly. We have developed studies and compiled data that validates a document requires a 4-point check to ensure the maximum accuracy and accountability.

The utilization of technology and internal controls also allows us maximum control of the stages, tasks and final audit of every project. If you’d like to learn more about how we implement our quality control into every stage of your digital transformation, please contact us today.

On-Site Document Scanning FAQs

March 10, 2020Digital Transformations Digitization Document Scanning No Comments

The Ultimate On-Site Scanning Experience

Sometimes it just makes sense to keep it in-house. On-site document scanning is one of our specialties. Our teams are mobile and our standard operating procedure works no matter where you’re located. We’ll bring everything we need to complete your project, including team resources, equipment, technology, and management. It’s like have your own document scanning department in-house.

We can establish teams to work on a specific project, ongoing processing or on a pre-defined schedule. Have any questions? Check out the list below for on-site document scanning FAQs, or contact us today if you have a different question, we’re here to help!

Frequently Asked Questions (FAQs)

We don’t have a lot of space? Can you still complete our project on-site?
Space is always a consideration, but depending on your timeline, we can adjust our team size and equipment based on the available space. We can also separate tasks into groups to take advantage of smaller spaces. Our technology provides a full chain of custody and tracking for every task regardless of location.

Do we need to supply any equipment or supplies?
Nope! We’ve got you covered. We’ll deliver all the equipment needed, including printers, production scanners, computers, servers, bar-code scanners, boxes, laptops, etc.

Do you sub-contract to other local vendors?
Absolutely not! Your project stays with us.

We have stringent security requirements. Do you do background checks on your employees?
Yes! We’re CJIS compliant which means everyone is subject to a complete background check and drug test.

How long will my project take to complete?
That depends on the available space within your facility. We can ramp up or down according to your needs.

Do we need to supply software?
No. Our turnkey solutions include utilizing our document management & tracking, as well as our production technology.

What if I need a record during the conversion?
We’ll retrieve and refile anything you need during the conversion.

Are on-site services more expensive?
There are additional costs for set-up and a dedicated manager. However, depending on the project size, these costs can be negligible and often off-set normal pick-up and delivery costs.

Contact Bradford Digital today to learn more about on-site document scanning!