Document Management

Document Management and Scanning Services

Successful document management starts with an intuitive structure to your files. indigital’s document scanning service processes your digitized documents and indexing data and tailors the output specifically for your file retrieval and digital storage needs. Whether you use a typical Windows-based folder directory, or a document management solution, indigital is a perfect outsourcing scanning partner for your document management needs.

Improve the Way You Manage Your Documents

indigital, Inc. has been providing document scanning and document management services since 1994. We’ve scanned medical records, employee files, address and property files, accounts payable, sales orders, project files just to name a few.  From a simple PDF file naming task to complex data extraction from OCR or barcode capture, we have years of experience and can assist you in your document management goals.

Options to index and manage your scanned documents include:

Basic PDF File Naming

Basic naming of scanned images is the first step in managing digital documents.  A consistent naming convention is key to keeping images organized and easy to find in a file directory structure.  indigital, Inc. uses an indexing template during our document indexing process to ensure an accurate and consistent file name.

Example:

Doe, Jane S._2012_Employee File.PDF

Key Index Fields

Key index fields or metadata, is a very powerful and versatile way to organize, search, and secure your digital documents. indigital is experienced in capturing key index data for naming image files or importing into your document management system.

  • Enter key index data
  • Deliver a CSV data file
  • Deliver named images

Data Matching

By utilizing existing data via a text file, indigital, Inc. can match scanned images to an existing data set for streamlined indexing and file naming.

  • Client provides text file
  • indigital scans documents
  • indigital creates index template
  • indigital matches data and image
Document Management and Scanning

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Where Do We Start?

A successful document management solution starts with a few simple questions. Are your files active or inactive? Who needs access to the documents, and do you need to restrict access  to specific documents? These basic questions impact how your files will be prepared, scanned and indexed to achieve your goals.

Active vs. Inactive Files

Determining whether the file is an active or inactive file at the time of scanning is important.  Employee files are a good example in which you may choose to have an active file broken out by specific document types such as; New Hire documents, Employment Reviews, etc. while an inactive file may be scanned as an entire PDF document.  This saves time and money during the paper-to-digital conversion process.

Who Needs Access to the Documents?

Are there multiple departments or remote users that need access to the documents? This may determine whether it makes sense to provide access to a Windows folder directory or utilize a cloud-based document management solution for document access and retrieval.

Restricting Access to Specific Documents ?

By indexing a document by document type, you can filter or provide or deny access to a particular group of documents to a specific user.  A document management solution can create security and access measures to manage roles and user groups.

Trust indigital, Inc. with Your Documents

If you are ready to harness the power of your files and leverage your information assets, contact indigital today to discuss our document management options.