Document Conversion Services

Advanced Business Systems has a wealth of experience in office automation technology, including comprehensive knowledge in imaging and document management solutions, since 1996. ABS gives you peace of mind, knowing all of your vital documents are backed up. Documents converted into a digital format provide the convenience of technology as well as a solid disaster recovery and preservation program.

ABS handles all aspects of conversion services, including: picking up documents, books, paper files, etc; document preparation, including necessary bindery and staple/paper clip removal, unfolding of pages and removal of sticky notes covering documentation; document scanning and indexing onto CD-ROM, DVD, Datalynks or other media; conversion of paper documents, large-format drawings, microfilm, microfiche and aperture cards; complete quality control; reprinting of documents as needed; document reassembly, if required; and storage of paper documents, books paper files, etc. in our warehouse.

Document conversion maintains the security, access, integrity and overall life cycle of documents and records. By engaging in digital conversion, you will satisfy the need to keep legacies and histories in perfect condition while still utilizing the information on a regular basis. In addition, you are not required to invest in new hardware, since the documents can be viewed on any PC, MAC, or UNIX system. Furthermore, since the documents are in electronic format, the archives won't deteriorate over time, and the level of workflow and customer satisfaction will increase due to quick and up-to-date access to information.

Receiving and Document Preparation:

The conversion process is begun by inventorying the records that we receive from customers. We maintain strict accountability of all records in our possession and are committed to safeguarding them throughout the conversion process. our operators physically prepare your source documents for processing through the remainder of the conversion process.

Scanning:

Whether it's microfilm, microfiche, aperture cards, large-format drawings or paper documents, ABS has the state-of-the-art scanners to convert source media into digital images. our operators have the ability to create and perform customized processes that uniquely fit our customers' specific requirements. Your source media is accurately and efficiently converted into electronic information.

Indexing:

Manual data entry procedures and optical character recognition technologies are used to index records for converted digital images. Alternatively, may of our customers furnish database extracts that we use to automatically create index records. Our accurate indexing facilitates the future retrieval of converted documents.

Quality Control:

ABS performs quality control checks throughout the conversion process. Our scanner operators, indexers and quality control inspectors use various random and selective sampling techniques to identify image degrading and index defects. Experienced operators and quality assurance technicians re-scan or flag defective images and correct invalid indexes to assure taht your source documents are successfully converted. We also offer our customers the capability to perform quality control measures on-site. Once the documents have been scanned and indexed, ABS uploads the data to our Data Center for web access. Here, customers have the ability to examine the scanned images and index prior to accepting delivery of the hardcopy media. The process allows verification of the data and ensures the end result is satisfactory.

Output and Delivery:

The conversion process is completed by returning our customers' source documents and delivering converted information via the requested media or web interface. Most clients prefer delivery on CD-ROM or DVD, however, we are prepared to deliver practically any type of electronic media, including web browsers or File Transfer Protocol (FTP). Physical delivery is accomplished through our bonded and insured vehicles or by utilizing commercial courier services, assuring the quick and reliable return of all our customers' records. Optionally, our customers can choose for ABS to keep all records in on of our record storage facilities for a minimal monthly fee.

Destruction:

ABS is dedicated to providing our customers with turnkey document management solutions. We provide a "Certification of Destruction" that ensures our customers the documents have been successfully converted to digital format. From that point, we either shred or bury the assigned documents for destruction.