F.A.Q.’s
What is document imaging?
Document imaging is an electronic means of storing paper records by converting traditional paper files into electronic images. Your paper files can be scanned, saved and organized on secure Internet-based servers.
How do you charge for document imaging?
The components of pricing for document imaging vary from client to client depending on the services required. PDS offers “start to finish” imaging projects which include document preparation, imaging, indexing, and electronic storage. Each client chooses either some or all of the services. Each service has its individual pricing based on the size and scope of each project; however, these general pricing guidelines apply to each service when provided: document preparation – charged on an hourly rate, document imaging – charged per image, document indexing – charged per field, electronic storage – charged per GB per month. Electronic storage (VaultView) includes unlimited on-line access and retrieval of your imaged documents.
How can document imaging lower my company costs?
A paperless office increases profitability by permanently storing your documents online. Your staff spends less time filing and locating misplaced files thus resulting in increased productivity. Printing, paper and storage costs are reduced, increasing your ROI.
- Decreased storage costs – Metal filing cabinets and off-site storage fees become a thing of the past with document imaging. Companies are often legally required to store files that provide little tangible benefit to them. With document imaging, the electronic file is legally accepted as the original and companies are able to shred cumbersome paper files.
- Increasing office efficiency – Locating paperwork in a filing cabinet or warehouse takes precious employee time. Document imaging securely places company files in one central location, making files immediately accessible to authorized users via the Internet with enhanced search functionality and simultaneously viewable by multiple employees.
- Decreased printing, photocopying and mailing costs – Document imaging helps companies decrease their paper consumption costs with the ability to directly email or fax documents without having to first print paperwork. Additionally, by directly importing files from your computer, such as digital photos and Word documents, the need to print paper is altogether eliminated.
How can Document Imaging decrease my risks associated with storing paper files?
With document imaging, you can rest assured that your company is still in business when disaster strikes. Floods, fire, and hurricanes place an organization’s paper files in jeopardy each day. Scanning documents decreases your risk by providing an electronic means of storing your company’s important files. Our VaultView solution stores each of your documents in two secure locations with separate backup systems. With two redundant secure storage servers, your office will be running smoothly even when faced with a crisis.
Who has access to my VaultView account?
The only people that have access to your VaultView account are those you specify. Each account administrator can assign users and security levels to each user and file cabinet.
What type of imaging service do you provide?
PDS provides all aspects of imaging for its clients including backfile imaging, day forward imaging, and imaging on demand.
How do I know my important company files are secure at your location?
The primary focus at PDS is the security, availability and integrity of our customers’ files. All customer data is stored at PDS’ secure, redundant data centers. PDS employs the latest server and security technology to ensure your files are never lost or compromised. We follow a strict backup schedule moving backup tapes to an offsite secure location. This ensures that your data will be available to you in any situation.
