Data Storage, Inc

Steps involved in handling of documents

• Preparing the documents for transport to Data Storage.
  • The documents are boxed for pickup
  • Each box will have a packing slip detailing the contents of the box. The packing slip will reflect the paper file index system we all agree on.
  • Complete the Data Storage packing slip and call Data Storage for pickup.
• Receipt of the documents – logging and tracking.
  Once at the Data Storage document imaging center we:
  • Verify receipt of boxes against the packing slip
  • Sign off on the packing slip and fax copy back to client verifying receipt of shipment.
  • Review packing slip detailing contents of box.
  • Organize contents of box reflecting the current paper filing index system and note any special requirements on the Job Order Form.
  • Send files to Document Preparation team along with Job Order Form.
• Document Preparation
  • Review Job Order Form for special requirements.
  • Remove any staples, paper clips, unwanted pages, unfold corners, etc.
  • Insert Document Separators between each document.
  • Create batches of 100-200 pages each.
  • Label each batch appropriately.
  • Straighten edges and job each batch.
  • Band each batch and send to Document Scanning.
• Document Scanning
  • Review Job Order Form for special requirements.
  • Create Job Scanning Parameters based on client requirements.
  • Create batch using batch name and begin scanning.
  • Complete scanning all batches and forward original batches to Quality Control Team.
• Quality Control Team
  • Review each batch for quality of scan and proper document separation.
  • Re-scan unreadable pages.
  • Split documents not properly separated.
  • Complete review of all batches.
  • Forward original batches to indexing.
• Indexing
  • Type index information into fields based on client requirements.
  • If necessary, obtain information from original documents
  • Review and retype incorrect information if field level OCR (optical character recognition) was employed.
  • Complete indexing of all batches and forward original batches to Document Storage Area.
• Burn Digitized data onto CD or publish to online image library.
• Inventory of your documents and Disposition
  • Document shipment is returned to customer in original shipping boxes.
  • Ability to store documents at Data Storage for up to 90 days at no charge.
  • Documents may be stored past the 90 day period at simple cost/ft.
  • Document shredding provided by Data Storage at additional cost if desired.