Q. What is document management consultation? A. Red Oak Industries is an authority for evaluating your specific needs and providing you with a resolution to efficiently manage your records accurately, safely and securely.
Q. What is document scanning and imaging? A. Document scanning and imaging, also known as digital archiving, is the process of scanning a document into a digital image to archive and retrieve at a later date. A document can be from as little as one to as much as thousands of pages. The documents can contain text and images.
Q. What are the benefits of document scanning? A.
Increases security – you control who may view the document
Allows a large amount of individuals to review the document simultaneously
Provides the ability to search, retrieve, email and find documents easily
Decreases storage space requirements
Q. Can your organization scan large format documents?
A. We use scanners with the ability to scan a range of sizes from black and white note cards and forms to a number of various color blue prints.
Q. Does your organization have the ability to scan color documents?
A. Yes, our organization has the ability to scan color documents. Color documents normally take longer to scan than typical black and white documents.
Q. Can you scan double-sided documents and remove blank pages? A. Our software and imaging systems supports duplex scanning, concurrently scanning both sides of a page. Programming allows us to remove blank pages where appropriate.
Q. What is the image resolution that you generally provide? A. We are capable of providing you with a range of resolutions from 200 dpi to higher depending on your specific requirements.
Q. What is ICR? A. ICR (Intelligent Character Recognition) is a technology that provides scanning and imaging systems the capability to recognize images that are hand printed or script characters into machine-readable characters. Images of hand-printed characters are extracted from a bitmap and converted into a scanned image. Forms can be scanned through an imaging scanner, faxed, or computer generated to generate the bitmap.
Q. What is OCR? A. OCR (Optical Character Recognition) is a technology that enables you to transfer a variety of machine-readable documents, such as scanned paper documents, PDF files or images captured by a digital camera, into data which can be edited and searched. This technology permits you to recognize letters on the image, put them into words and then these words formed into sentences.
Q. What is OMR? A. OMR (Optical Mark Recognition) is the translation of marks – or the absence of marks – but not the shape of the mark on forms that contain small circles (“also called bubbles”) completed by the respondent. This software interprets the output from the scanner and transfers it into the desired ASCII output. OMR does not recognize hand-printed or machine-printed characters and also does not generate an image. This is often used for check marks on questionnaires, ballots, tests and reports.
Q. Should I select imaging software that allows changes? A. An imaging system should not provide features to edit or alter images. Images normally are produced as safe and secure records of existing paper documents. Thus, allowing them to be edited would adversely impact the integrity of the records.
Quality & Data Security
Q. Can I determine who has accessed our records? A. Your imaging software should offer an audit trail function for you to track users on your imaging system.
Q. What if I do not want individuals to see specific information? A. The idea of redaction software was created to maintain confidential information protected in its electronic form. Redaction software allows the administrator of the imaging system to secure sensitive information.
Q. Which types of software programs are usually supported? A. We are capable of meeting the needs of most clients pertaining to the incorporation of images into their existing software applications.
Q. How do you ensure that our records are scanned accurately? A. We have skilled staff that has been trained by Coleman Data Solutions (leaders in the industry). We have several levels of quality controls in place to ensure your record translations are verified by a more than one individual.
Q. What is indexing? A. Specified fields indicated on each scanned document are provided to our business to generate the systematic arrangement of your records. This process is designed to permit users to quickly retrieve a stored record.
Q. What types of data entry do you perform? A. We first determine what information you need entered and in what format you require. We then enter the appropriate information into a format suitable to meet your needs.
Q. What are micrographics? A. A micrographic is an image or photographic copy of an object which is then converted to film. Micrographics are commonly used to store permanent records which are then easily retrieved for reference and use.
Q. What is a microform? A. This is the collective term for all micro images stored on a broad range of microfilm media including roll film, fiche, aperture cards, strip or jackets.
Q. What is microfilm? A. Microfilm is film that printed materials are photographed on at a greatly reduced size for easier storage.
Q. Are there standards for electronic imaging? A. Because most permanent records are sensitive in nature, there are microphotography standards in place which include microfilm, computer out microfilm, and electronic imaging. Electronic image requirements continue to progress.
Q. What is database integration? A. Database integration is the ability to supply user-friendly and cost-effective software solutions for data infrastructure management through the interface of your records into your existing storage and retrieval facility.
Q. What are the standard types of files produced? A. The standard types of files produced are PDFs, TIFFs and JPEGs. However, we are flexible and have the ability to provide you images in numerous formats. A PDF file is a secure image that is universally recognized by the internet. The electronic footprint remains when the document is changed. Black and white images are more commonly stored as TIFFs or JPEGs.
Secure Storage and Destruction
Q. Do you provide storage and destruction services? A. We will assess your storage and destruction needs as part of our evaluation process. We are currently in the process of contracting destruction services from an experienced company that is more equipped to handle the destruction of a large amount of documents.
Red Oak Industries- A Non-Profit Company Designed to Make a Difference