Document Imaging / Document Scanning / Document Storage / ECM Solutions

FAQ - Frequently Asked Questions

  • What is Document Imaging?
  • Document imaging is the process of converting paper documents into a digital form.

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  • Why would I want to scan my documents?
  • There are several reason to consider document imaging. The main reasons are labor saving, timely distribution of documents, and for legal retention requirements.

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  • Are images produced by Document Imaging legally acceptable?
  • DISC by no means should be your only resource for finding out if Document Imaging is legally acceptable for your organization. We will however show you some laws and regulations that you should research while making your decision as to if Document Imaging is legally applicable. We cannot fit all of the legal information into the faqs section, to view our findings click here.

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  • What is the CDIA+ certification and why is it important?
  • The CDIA+ certification is given through CompTIA, a universally accredited organization. In order to receive certification a candidate must show fluent knowledge of all aspects related to the design and implementation of a document imaging or records management system.

    A CDIA+ is a professional that has the experience and knowledge to design and implement an Enterprise Content Management (ECM) solution. Along with having the technical ability a CDIA+ must have extensive knowledge of business practices and processes to determine the best implementation, as to not disrupt the current workflow. A CDIA+ must be knowledgeable of Electronic Records Management/COLD, integration with legacy systems, Electronic Document Management Systems, business workflow, digital imaging technology, storage requirements, and application interfacing to image enable existing systems.

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  • How safe are my documents?
  • SSL (secure sockets layer), HTTPS, and user-level security are used for our web interface to access your documents. Utilizing SSL and HTTPS security measure allows us to safeguard your data from outsiders with malicious intent and our user-level security system assures that members from your organization can only see the documents that they are authorized to see.

    We use CCTV systems monitored 24 hours a day, resident guards and several layers of physical barrier security to ensure the safety of your paper documents. As well our vaults lie 1600 feet from the entrance of our facility for protective storage of your magnetic media. Construction exceeds NFPA, ANSI and DOD standards for vaults. We also provide bonded courier service in unmarked vehicles. The safety and security of your documents is a priority.

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  • What types of litigation management applications do you support?
  • We currently offer load/import files for the following applications:

    Trial Director
    Doculex (V3 & V5)
    IPro Tech LFP
    DB Textworks

    We are constantly upgrading and adding support for more applications. If your application is not shown here, please inquire to get our most current listing. Should we happen to not currently support your application, we would be happy to facilitate your needs in any way that we can.

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  • How do I search and retrieve my documents?
  • Retrieval of documents should be as easy as possible. This is achieved through either the capture of fields unique to each document or performing full text OCR on documents. With full text OCR the document's text is recreated and users can then search through the text within the document. Capturing unique fields will allow for creating an index of values to search through.

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  • What type of documents can DISC scan?
  • DISC can scan virtually any type of document. Documents ranging from 2.2" x 2.8" to 11" x 17" can be automatically fed through an ADF on a high-speed production scanner. Anything smaller than 2.2" x 2.8" will be scanned on a flatbed exceptions scanner and anything over 11" x 17" will be scanned with a wide format scanner.

    Our wide format scanner can digitize in black/white or grayscale at up to 38" wide (42" media width), maximum document length is dependant on the RAM in the computer the scanner is attached to. We currently have not had a document that was too long for our wide format scanner, the longest being over 10'.

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  • What happens to my original documents?
  • Once digitizing of documents is complete we can store them in our highly secured, temperature and humidity controlled storage facility. If the documents are no longer required after digitization we can arrange for the original paper documents to be shredded by a certified destruction company.

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  • What is the standard format used to store images?
  • The standard format used for document imaging of business records is the TIFF CCITT Group 4 file format. This format utilizes a 20:1 compression ratio and is not considered to be a lossy format (a lossy format uses a compression algorithm that causes some pixels to be lost upon decompression). Another standard format is the PDF (portable document format), which is mainly used for full text search and colored document applications.

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  • Which types of desktop operating systems are supported?
  • We utilize a web based retrieval systems. This means that if an operating system supports a web browser application, it will support our retrieval system.

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  • How much disk space does an imaging system typically require?
  • An 8.5" x 11" TIFF G4 image at 300 dpi on average takes up 51.36 KB of storage. A 700 MB CD can hold up to 13,956 images. A 60 GB hard drive can hold up to a 1,224,971 images.

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  • What image resolution should I use?
  • Generally 200 dpi is recommend for images that will be used for archival purposes only. 300 dpi is needed for any image that will have OCR/ICR performed on it to provide more accurate results.

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  • What is OCR?
  • OCR stands for Optical Character Recognition. This is a computer program that translates images containing text into machine editable text.

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  • How accurate is OCR?
  • Accuracy of OCR recognition on a clean laser-printed page is typically better than 99.6%. Accuracy on dirty, faxed or degraded documents will be lower. We do have image clean-up technology that can improve OCR accuracy.

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  • What is the difference between OCR and indexing?
  • OCR is an automated process performed by computers to recreate text from an image. Indexing is the process of manual extracting data from fields that are predefined. Our indexing process uses double-blind keying, in which two data entry operators key the same data, which is then compared to each other for verification of the information.

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