Document Scanning FAQ's

In order to help you understand the document imaging process we have gathered a list of the most common questions and answers below. Should you have any further questions please feel free to contact us at 954.689.8900 or using the contact form located on this page.

 

Q. Why choose Premier Scanning?

A. Not all document imaging companies are created equal, we are more then just a website. In your search for the right partner consider the following questions:

  • How many years have they been in business?
    Premier Scanning has been serving Miami-Dade, Broward and Palm Beach counties since 2000.
  • Are they using subcontractors to handle my documents?
    We never use outside vendors - only Premier Scanning employees handle your documents.
  • Are they insured, certified, and compliant?
    We are fully insured to accomplish document conversions on site, or at our 24 hour monitored and secure processing center while guaranteeing our clients the highest level of accuracy.
  • Do they have an actual location?
    Absolutely! Stop by and visit us at 20861 Johnson St. Unit 103, Pembroke Pines, FL 33029.
  • Are your documents going offshore?
    Absolutely not! As mentioned above, we never use outside vendors - only Premier Scanning employees handle document conversions on site, or at our 24 hour monitored and secure processing center in Pembroke Pines, Florida.

Q. What are the benefits of document scanning?

A. The benefits far out weigh the investment with immediate changes from day one, including:

  • Eliminating storage cost.
  • Eliminating lost or misfiled of documents.
  • Saving thousands on personnel looking for files.
  • Increasing customer service levels.
  • Freeing up office space.
  • Maintaining documents in original format.
  • Creating a back-up system for all paper documents.
  • Retrieval of any document in seconds.
  • Saving on paper and copying costs.
  • Providing disaster protection.
  • Emailing, faxing or printing any document from your computer.

Q. Does your company need special software or hardware?

A. No, just a plain windows base computer, or Mac will do just fine. If you want to access files over the internet all you need is one of the standard free internet browsers. For PDF display, the user should download and install the free Adobe Acrobat Reader, which is readily available from Adobe.com.

Q. What is PDF?

A. Portable Document Format (PDF) files are used to represent and exchange printable documents electronically. A PDF file preserves the format of an original document, and contains all the original fonts, images & graphic information, layout and formatting. A PDF file can be viewed and printed without format loss from any operating system, including Windows, Mac OS, and all UNIX variants including Linux, using the free Adobe Acrobat Reader. The Portable Document Format (PDF) was originally developed by Adobe for the U.S. Federal Government to store its legacy files. Currently, the U.S. Federal Government is still the largest user of PDF technology. Most individuals have encountered the PDF format when downloading electronic tax forms from the IRS.

Q. Why should you be concerned about electronic records management?

A. Digital archiving is the wave of the future, more than ever before, an increasing number of businesses rely on electronic records to conduct official business. Requesting and sending documents in digital format. It’s time to make the switch.

Q. What is an electronic document?

A. An electronic document is a digital picture of the original paper document. When a piece of paper is run through a scanner it makes an electronic image of the document, similar to a digital camera.

Q. What are the legal issues surrounding document scanning and imaging?

A. If done properly, the courts have upheld that imaging and scanning are just as legally binding as paper. Legal acceptability of document images depends on the operation or the business process used to create the documents. Audit trails are recommend and are used to prove that a transaction was properly processed by the organization. Audit trails also help insure document integrity and prove that the image is a true representation of the original.

Q. Do you return the original documents?

A. Yes we can, all at the request of the customer.

Q. What if we want to do it in-house?

A. Most organizations differ in their availability of staffing, resources, and goals. In a private study, a group examined the broad issue of electronic document scanning using a document scanning company verse in-house. The group identified four general combinations of in-house and outsourced services to consider.

1. Purchase an in-house system, provide expert training and direct your staff in an on-site document scanning and conversion process.
2. Purchase an in-house system and direct a vendor to teach your staff in doing the preparation, scanning, and indexing on-site.
3. Contract with a vendor to operate their system, using their staff on-site.
4. Send your files and documents off-site for scanning and indexing, making them available via CD, DVD, or on the Web.

The first three required dedicating space in-house, the first two required purchasing and maintaining equipment, and the first required hiring more full-time employees. Only the fourth option relieves all the burdens of the first three.

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