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 records management system 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 records management system 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 jackets
Books including lab notebooks, oversized volumes, property records, etc.
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 projects.
Our records management system 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 approval. AMI’s Conversion Services operates so we can quickly complete jobs that have specific time constraints.
ORIGINAL DOCUMENT DELIVERY
Delivery of the original documents to AMI’s conversion services 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.
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 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 refiling documents in the original file folders. AMI suggests tasks which the customer can assist in order to keep preparation charges to a minimum.
Scanning will be performed with the latest and proven technology the industry has to offer.
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.
The Optical Character Recognition process can be applied by AMI so we can deliver an OCR database with the scanned images or your content management application can OCR the documents upon import.
Ami’s Conversion Services 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 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 raters/ bandwidth that is available between AMI and the customer. AMI can also assist you 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 on an ongoing basis. AMI’s Conversion Services 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 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 variety of standard formats including single page TIFF Multiple Page TIFF, PDF, or PDF with OCR. Index data will be provided in standard delimited text or SQL formats, depending upon your requirements. AMI’s Conversion Services provides clients the capability to import into a variety of content management solutions.