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Whether you
are with a small organization or a Fortune 100 company, you
need to have access to your important information, and you
need to be protected in the event of a disaster. AMI has the
facilities and expertise to handle both large and small
projects.
In
preparation for every outsourcing and conversion project, we
ask the necessary questions to be certain that we understand
your needs. Every project is different and even “simple”
projects can have idiosyncrasies that might cause problems or
delays if they are not recognized.
At AMI, our
project teams are led by personnel experienced in scanning and
conversion services. They ensure that the images and index
values are efficiently prepared for a seamless import into
your system.
Types of
Media
AMI scans and indexes all types of source documents and
media, including:
· Paper
documents of all sizes
· Large
format drawings
· Microfilm
-16mm and 35mm
· Aperture
cards
·
Microfiche
·
Microfiche jackets
To Start
AMI recommends that a number of files be scanned for a
sample test run. This will enable us to provide you with an
accurate assessment of the project.
Where
appropriate, we will recommend the use of patch code or
barcode header sheets and/or an external database lookup.
These will significantly reduce the total number of keystrokes
that are performed.
The sample
test run will also provide accurate timings so that we can
plan accordingly for the desired rate of document delivery to
AMI for large projects.
Project
Schedule
Our project team will meet with you to discuss specific
dates and milestones for your project. AMI can typically begin
work on a project within one week of your order. AMI’s Service
Bureau normally operates multiple shifts so we can quickly
complete jobs that have specific time constraints.
Project
Steps
·
Original Document Delivery. Delivery of the original
documents
to AMI’s Service Bureau can be by AMI company vehicles or the
courier of your choosing. If the files are active documents, AMI
will ensure that the original files are only off-site for a minimal
amount of time.
·
Application Setup. AMI will establish a “job profile”
based on
the scanning and indexing requirements set by the specific
customer department. This helps to ensure consistency for the
duration of the project.
·
Document Preparation. Document preparation is the
process of
making the original documents “scanner ready”. This process
can include the removal of staples and paper clips, unfolding
documents, adding patch code or bar code cover sheets, and re-
filing documents in the original file folders. AMI suggests tasks
with which the customer can assist in order to keep preparation
charges to a minimum.
·
Document Scanning. Scanning will be performed with the
latest
and proven technology that the industry has to offer. We use
Kofax Virtual Re-Scan (VRS), which will ensure consistently high
image quality from virtually any original document. VRS provides
enhanced image quality including despeckling, deskewing, black
border erasure, image clean up filters, etc. AMI scanners have
been in service less than four year years, and are professionally
maintained by our in-house Bowe Bell & Howell certified
technical staff.
·
Document Indexing. We will index the specified fields
exactly
as agreed upon. Both on-shore and off-shore indexing is
available. AMI recommends utilization of an existing database,
when possible, for validation of the indexing process and to
greatly minimize the manual keying/indexing effort.
· OCR
Indexing. The Optical Character Recognition process
can
be applied by AMI so we deliver an OCR database with the
scanned images, or the your content management application
can OCR the documents upon import.
·
Auditing. AMI’s Service Bureau utilizes a robust
tracking and
auditing software that provides reporting of the actual number
of images scanned and the number of keystrokes that were
performed for indexing. These values can then be compared and
validated against the Audit report after import into the
customer’s system.
·
Delivery. Delivery of the scanned images and index
values will
be provided in the appropriate format as agreed upon with the
customer. Although AMI can deliver images and data on a
variety of formats such as CD or DVD, many clients request that
files be delivered via FTP. Electronic file folder sizes will be
scaled to meet available transfer rates/bandwidth that is
available between AMI and the customer. AMI can assist with
the import into your system.
Backup
and Security
All images and index data remain on AMI servers for at
least 30 days after we transfer the files. Our servers are
backed up to tape on a nightly basis. AMI’s Service Bureau
meets strict security requirements including 24-hour video
surveillance, secure servers in a keypad protected server
room, locked room for document storage, and secure VPN for
transfer of images. In addition, Service Bureau employees do
not have general access to the internet, or access to copy
machines or network printing privileges. AMI can arrange for
certified document destruction services and will delete images
and data from our servers when the project is completed.
Standard
Industry Formats
Images can be provided in a variety of standard formats
including Single Page Tiff, Multi Page Tiff, PDF, or PDF
w/OCR. Index data will be provided in standard delimited text
or SQL formats, depending on the your requirements. AMI’s
Service Bureau provides files to clients with a wide array of
document management applications including Stellent, DocuWare,
EMC, FileNet, LaserFiche, OnBase, and others.
» Contact AMI for more
information
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