Document Imaging or Scanning:
Document Imaging or Scanning refers to the actual transformation of paper documents into digital images. The fundamental digital image is called a “Group IV TIFF image”.

Hardcopy paper documents are fed through scanning devices that incorporate specialized software and hardware to create a digital tiff image that looks exactly like the document

Effective scanning requires precise control over a wide variety of scanners and scanner settings, including resolution, contrast, simplex or duplex operation, advanced thresholding options, and image clean-up (i.e., deskewing, despeckling, deshading, streak removal, line removal, character reconstruction and edge enhancement. The purpose of image cleanup is not usually to make the image more readable, but rather to remove unwanted noise that can decrease the accuracy of automated recognition.

Release is the final stage of the image capture process, and consists of handing off batches of in-process images (i.e., multipage TIFF images), and data to the back end business application. Typically, release occurs when the document images are written to optical disk or other long-term storage, and the associated indexing data is merged with the image database.
 

Document Preparation:
Document preparation is an important first step in assuring a well-functioning production imaging process. Key manual tasks include inspecting and separating documents, removing staples and paperclips, etc. Grouping documents into like categories, and designating the beginning and end of documents and batches of documents provides for accurate and economic document imaging.
 

Image Naming and Indexing:
Newly created TIFF images require naming, in order to be accurately retrieved. The process of “naming” electronic image files is often called “indexing”. Images can be indexed individually or in batches. Image naming and/or indexing can be the most expensive aspect of document imaging, however, if there are too few names/indexes, or if they are incorrect, documents will not be easily located.

Based on individual client needs, specifications, and cost constraints, there are three types of naming/indexing conventions for them to choose from:

1. Manual image naming and indexing;
   
2. Bar Code naming and indexing;
   
3. Bar Code plus Database naming and indexing.

A FILE-X technical representative will identify the most appropriate and cost-effective convention for your digital document business needs.

Additonal Litigation Support Services:

1. Complete and accurate coding (per major software specs - e.g. Summation^® or Concordance^® )
2. Seamless integration with most standard litigation support software

Optical Character Recognition and Full-Text Editing:
Optical Character Recognition (OCR) is the most common type of software driven recognition that renders text within a document searchable. OCR is generally broken into two types: Zonal and Full-Text. Zonal OCR is typically used on forms, where only specific fields on the form are of interest. Full-text OCR is used on free-form documents, such as legal briefs, to read the entire document and then prepare a searchable, full-text index of the document. Following full-text OCR, a word processing file (e.g., Microsoft Word) can easily be created from the originally scanned document. This newly created word processing file can serve as a stand-alone electronic document that can be fully edited and printed or it can be cut and pasted into an existing Word document(s).

Generally, the Full-Text OCR process accurately converts approximately 95% of the scanned text from the original paper document. Full-text editing is a process that assures that the new electronic document is a complete and accurate representation of the original paper document.
 

Oversized Document Scanning and Microfilm Conversion:
We have the ability to scan both color and black and white paper documents ranging in size from 8½ by 11up to 36 inches wide by any length. We also convert film images including 35mm and 16mm fiche and reel film, and 35mm punched and unpunched aperture cards.
 

PDF Conversion:
PDF stands for Portable Document Format, and represents a specialized file format developed by Adobe. In order to render a TIFF image files more portable and readable, they are generally converted into PDF files. PDF files are cross platform, navigational, ultra-printable, ultra-viewable and smaller than other conventional document formats. Searching and viewing PDFs is accomplished easily using the FREE PDF reader provided by Adobe or hyperlinks and bookmarks created post-scanning.
 

Quality Control:
Quality control (QC) entails systematic reviews and checks to ensure that the scanned images are readable. QC includes methods for flagging bad images and explaining why or how images should be rescanned. A complete commitment to quality requires 100% of all images to be physically viewed following scanning, however, depending upon the nature and types of documents being scanned, less QC can be performed to reduce overall costs and to speed-up production.
 

Document Destruction:
File-X Document Imaging Services understands it is just as important how your business disposes of documents, as it is how it stores and accesses them. As a full-service bureau, File-X accommodates all document destruction needs and assures the job is done according to corporate, industry, and legal standards.
 

Free Pick-up and Delivery
Depending on the volume, all pick-ups and deliveries are free within 25 miles of a FILE-X location.