GENERAL DOCUMENT MANAGEMENT FAQ
WHAT IS YOUR PRICING?
Due to the variations in document quality, location and condition, an on-site assessment is necessary before a rate can be quoted. One of our document management specialists will take a look at your situation and offer a price based on the assessment and your needs. In most cases, a sample run of your documents will be scanned for free and a proposal will be offered by our scanning company based on the results of that sample.
WHAT AREAS DO YOU SERVE?
We are one of the leading scanning services in Southern California, including the Greater Los Angeles Metro Area, the Inland Empire, Orange County, Ventura, San Bernardino and San Diego County.
DO YOU PICK UP THE DOCUMENTS?
Yes. Files that are within 50 miles from Newport Beach, California are picked up for free if the minimums are met. Outside of these boundaries, a mileage and labor fee could be applied. This fee is negotiable depending on volume of documents to be scanned.
CAN YOU SCAN IN OUR OFFICE?
Yes. If you are unable to release your documents from the office, Scandoc Imaging has field representatives (bonded and background checked) with portable high speed scanners that work right out of your location. The scanned digital files are then brought back to our facility for indexing and formatting to your specifications, and delivered back to your office.
HOW LONG WILL IT TAKE TO GET MY DIGITAL FILES PROCESSED?
Many factors can contribute to this, and Scandoc Imaging will create a custom plan and timetable that can be established based upon your needs.
WHAT FORMAT ARE FILES SAVED IN?
PDF, or PDF Searchable Text, JPEG, TIFF and many other formats are available. Depending on format, additional fees may apply if extra conversion time is needed to complete the project.
HOW ARE DOCUMENTS DELIVERED BACK TO MY OFFICE?
CD, DVD, External Hard Drive or FTP storage platforms are available. CD is by far the most cost-effective way to store your information. Delivery method is often determined by the size of scanned document files.
HOW LONG WILL MY CD or DVD LAST?
The published shelf-life of CDs is up to 100 years, according to several sources. Both Sony Electronics and Hewlett Packard publish their CD-R (Compact Disc Recordable) specifications as tested "up to 100 years" archival life.
DO YOU OFFER DIGITAL OR "CLOUD" STORAGE?
Yes, we can supply digital storage after the scanning is compete for clients who do not have the capability to store themselves, or for clients who wish to have a safe redundant alternative to storing the documents in their own facility on CD/DVD. This service may also apply to those who just wish to have a place to store their daily, weekly, or monthly backups. We'll help find the right service and solution for you.
DO YOU DO DOCUMENT SHREDDING?
Yes, we can provide that as part of our document scanning service. In fact, we can have the shredding truck come to your location and shred safely and securely in the parking lot while you’re working. You will receive a certificate of destruction after the shredding is done for your records. If we are scanning and archiving your documents at our facility, we also can provide shredding as part of the total service package.
I LOST MY CD(s) - NOW WHAT?
We maintain a copy of all CDs we create as a backup. Our standard policy is to keep the backup copy for five years. Retention can be longer upon your request. Your information is kept in a secure environment for your protection.
ARE YOU ABLE TO PROCESS MY DOCUMENTS TO MS-WORD?
Yes, please give us this request before scanning, so we can adjust the scanning resolution accordingly to accommodate Optical Character Recognition (OCR) software. The quality of the resulting Microsoft Word document depends on the scanning resolution and the quality of the original paper document, and not all documents can be converted effectively. It is best to call for a consultation.
CAN YOU PROVIDE PRINTED LABELS FOR MY CDs AND CASES?
Scandoc Imaging, Inc. provides custom-designed CD labels and various case inserts (depending on style requested). Design and assembly are included at no additional charge for volume projects.
DO I NEED ANY SPECIAL HARDWARE?
A computer with a CD-ROM drive is the only thing you need. Our CDs can be read by Windows, Macintosh, and other platforms. DVDs will need a DVD-capable drive. We will discuss all of this with you during your consultation and ensure you'll be capable of accessing the final product.
LEGAL/ATTORNEY SERVICES FAQ
(See more information on the Legal & Attorney Services page.)
WHAT ARE YOUR SUBPOENA SERVICES?
Subpoena services are available for attorneys and clients that need copies of records for a pending legal matter from employers, medical facilities, insurance companies or other individuals or entities, as well as requests for individuals to appear at a hearing or trial.
Scandoc Imaging will prepare and serve subpoenas for records. Once the recipient has acknowledged the subpoena, we will go to the office/home/facility scan, prepare and deliver the records for the hearing or trial to you and/or other interested parties.
Fees are based on how many subpoenas, copies, additional expenses and locations are required. A Scandoc Imaging document management specialist can provide you with rates for this service.
DO YOU PROVIDE EDEX (ELECTRONIC DATA EXCHANGE) FOR ATTORNEYS?
Yes, we provide this (if requested) based on minimum required orders and/or a prior arranged agreement. EDEX allows access to all public record court records from the Workers Compensation Appeals Board from 1989 to present. The search will return results for both open and closed cases.
DO YOU PROVIDE WCIRB (WORKERS COMPENSATION INSURANCE RATING BUREAU) REQUESTS FOR ATTORNEYS?
Yes, if requested based on minimum required orders and/or a prior arranged agreement. WCIRB is a rating organization that makes available to an insured employer or attorney all policyholder information contained in its records upon request of the employer and/or the attorney and after notice to the employer's insurer.