Document Conversion Services

Mid-Atlantic Scanning Center
IDS provides document management services to clients at either its Mid-Atlantic Scanning Center or a dedicated facility at client location. Document management is necessary to every business - but is seldom an organization's core competency. In today's environment, there is a need for greater control over documents. In addition, most organizations are creating more and more documentation. While almost every organization backs up its electronic data, few entities "back up" the information that is retained in hard copy.

Clients who require document processing close to their campus, but who do not want the challenges associated with managing the process, choose to partner with IDS. IDS provides technology services specializing in document management, imaging, security and repository management. Implementing our proven methodology provides secure global document access and improved operational efficiency.

IDS owns and operates an entire document processing center in Manassas, Virginia. Space, personnel, equipment and management processes are provided and all work is performed in the United States. Clients generally have a high need for security. The client may have either a competitive or a strategic purpose for a secure Scanning Center. Working closely together, the client and IDS develop the best-practices that meet the client's document retrieval needs.
Process procedures are written for each client based on their needs. IDS personnel work closely with our client's personnel to design data structures, as well as develop techniques and methodologies that work well with the client's culture and technical needs. Status reports are customized for the client's needs.

Each IDS client has access to on-line Status Report and Repository Management systems. These allow the client to check on work progress at any time.

IDS works closely with the client's technical team to provide the highest level of information exchange - whether the client maintains the retrieval system or IDS provides that service.

Dedicated Personnel
A dedicated Operations Manager is assigned to manage all aspects of the Center. This individual is the primary client liaison, while overseeing the day-to-day operation. All IDS employees at the Center ultimately report to this individual.

Technology Support personnel are provided to maintain the network, all systems and keep the information and image retrieval systems operating smoothly. Security is of paramount importance to any Document Scanning Center. This includes network security, physical restriction of the center itself and employee security.

Center Networks are set up as stand alone operations to meet HIPAA regulations and maintained with the highest level of defense.

Dedicated Processing and Web Based Retrieval Systems
IDS can provide Clients who require secure processing, such as Healthcare Records, dedicated processing (scanning, coding/indexing, communication) and a dedicated secure web access system. In these cases, IDS provides:

• Hardware
• Latest Processing Software
• Security systems
• Personnel (management, production, technology)
• Process Management Reporting systems
• Web Repository
• Integration to other data systems or third party products (if required)

Services
Services offered are tailored to specific client needs:

• Scanning / Imaging
• Coding / Indexing
• OCR / Text Conversion
• XML Generation and Conversion (PDF to XML)( Paper to Word to XML)
• Secure Web Document Repository Management and Hosting
• Litigation Support with Edge2004™(document capture, Bates numbering (electronic), document production management, redacting (on-line), and export cut and go )
• HIPAA compliant Healthcare Records Processing
• Forms Capture and Data Manipulation
• HR Document Processing
• Financial Document Processing
• Hosted Retrieval Systems (Internet, Extranet, Intranet, Network)
• Copy Center

Certified Document Destruction
The Center at times is restricted to one client. All personnel, space, computers, network, security and repository tracking is dedicated to that client.

The work done at an IDS Center involves close coordination with the client's personnel to ensure the success of the project. Client specific production methods, databases and retrieval systems are developed or taken into consideration during the project set-up at the Center.

Personnel
A dedicated Operations Manager is assigned to manage the Center. This individual is the primary client liaison, while overseeing the day-to-day operations. All IDS employees at the Center ultimately report to this individual. Technology Support personnel are provided to maintain the network, all systems and keep the information and image processing systems operating smoothly. Other individuals may also be assigned to a specific Center task, depending upon the specific clients needs. These individuals may include supervisors, administrative support or knowledge-specific experts such as paralegals, medical records technicians, financial analysts or other industry specialists.

IDS was founded as a Document Management Solutions Provider. These original services are still our core competency: Information Worker Solutions, Business Intelligence Solutions, Healthcare Information Management and Software Development.

Imaging is the conversion of paper documents to electronic images for use in an imaging retrieval system.

Services in this category include:

• Scanning - conversion of paper document into electronic images
• Indexing / Coding - extraction of information into database1
• OCR - conversion to retrievable text
• Linking of these components together in a client-chosen retrieval system

Scanning
Scanning documents of all sorts, sizes, paper weights and colors is part of the overall process. Among the capabilities IDS offers are:

• Black-and-white and grayscale scanning
• PDF conversion ( All Types )
• Color scanning
• A to E-Size drawings
• Multiple resolutions from 100 - 2400 dpi
• Text Conversion: OCR
• Handwriting Recognition
• Scan to XML
• Check Scanning
• Survey creation and Data Capture
• Text Cleanup
• Image enhancement services (de-speckle, de-skew, auto-rotate)
• Archive Production: Scanning documents in a specific, simple format for archival purposes only. Little or no indexing is involved.
• Electronic Bates Numbering

Indexing / Coding Services
In order to be able to quickly retrieve documents, images must be indexed. Applying the appropriate indexes through barcode, data entry, zonal OCR for ease-of-use as well as cost effective budgeting is IDS' expertise.

IDS offers customized indexing development, as well as standard indexes for:

• Sales support
• Human resources
• Titles and deeds
• Court Records
• Incident Case Files
• Investigation Records
• Litigation
• Business Process Functions (Shipping, A/R, A/P, Order Entry, Inventory etc.)
• Financial and accounting
• Customer service
• Healthcare and Patient records
• Engineering and architecture

Construction
Scan Local Post Remote - How does it work?
Documents are scanned and during off hours sent over VPN or other secure communications to customer coding team members. Each person is trained in on-line indexing processes. These individuals may be physically located almost anywhere.

When a client chooses to engage Remote Coding Services for a project, the project management team develops coding/indexing parameters and written instructions specific to each project. This information is put into a procedure manual, augmented whenever project parameters are updated or changed.

Scanned images are presented in a secure on-line environment to members of the assigned Customer Coding team. Depending upon the capabilities of a specific individual, they may be assigned to basic or advanced coding, quality review, or management responsibilities.

Litigation Support Services
IDS provides litigation support services to corporate General Counsel offices and law firms.

These services are provided primarily on a per task basis. Dedicated project management, technical support and infrastructure is geared towards meeting the client's specific needs. Additionally, some project-based cases are processed for specific clients.

Services include:

• Scanning / Imaging
• Coding / Indexing
• On-Line Remote Coding
• Bates Numbering (manual and electronic)
• Document Preparation / Reconstruction
• Attorney Secure Review System (on-line)
• Optical Character Recognition
• Handwriting Recognition
• Redacting
• Repository Management and Hosting

IDS provides full-service support to attorneys, paralegals and end users involved in litigation or legal disputes of any nature.
Supporting Products

IDS provides a full range of document management products to support the client in accessing, storing, archiving their records safely and securely.

Repository Management
IDS is entrusted with our clients' documents and information. This is a critical trust that we take seriously. IDS performs repository management services both inside our Scanning Centers, as well as on a contract basis at client sites. Our Secure Vault is used for all documents with a classification of sensitive or greater. At our Scanning Center, the Vault is the heart of our production. All documents are checked in using our File Control System, boxes barcode labeled, and logged into the production process system when they are first received at IDS.

IDS has developed a customized File Control tracking system (FCS). FCS keeps track of all documents through the life-cycle at IDS. Each time one of our document specialist works with a box of documents, the box is logged out to that specialist. Sometimes, a client needs to review a document and wishes to either see it at our location or have it returned to the client location. In this case, the document or box of documents is logged out to the client.

FCS provides a chain of custody for all documents entrusted to our care.

When managing a client's internal document repository, we offer the same level of control according to a client's needs. FCS is offered as part of the service.

Hosted Retrieval
IDS provide users access to scanned electronic documents via Digital E-Docs with a standard web browsers. Each user has a specific ID and password to the system. Each project has its own security to ensure privacy to specific case information. Users can view over 200 document types. Reports are available for users upon request. Multiple users are able to retrieve documents through a secure, on-line hosted retrieval system. The hosted retrieval system consists of:

• Scanned image representing hard copy documents
• Electronic documents (word processing, spreadsheets, CAD drawings, presentations, etc.)
• Coded index data for organizing and retrieving documents

Technical Support
IDS as a Microsoft Gold Certified Partner provides all technical support, including server hosting, access, backups, updates and maintenance.

IDS maintains an Information Services department with programmers, systems analysts, network administrators and automated task coordinators. These individuals maintain the network and computer systems required for our technical support.

IDS maintains a robust, multi-server network, with high-speed telecommunications between all IDS offices as well as key clients. The servers and network equipment are maintained in a locked, controlled access, environmentally secure portion of our facility. Only Systems department and key management employees have access to this area.

All production work is backed up on a daily and weekly basis. Backup tapes are stored off-site on a rotating basis. In addition, IDS burns back-up delivery CDs of all client work after upload and/or delivery. An optional high speed, electronic backup is also available for storage at another IDS facility.

A technical support person is assigned to each project to provide software and retrieval assistance during business hours while project work is being processed. After hours support is provided by a 24-hour on-call process accessed via Nextel cell phones.

For more information call 1 (800) 283-0999, contact sales@idsscan.com

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