How-Document-Imaging-Works

At FlexSoft Solutions, our team consistently provides accurate file conversions into electronic document images through customized document imaging processes consisting of document receipt and preparation, document scanning, quality control, indexing, image completion, and document image delivery.

Document Receipt and Preparation

FlexSoft Solutions begins the document imaging process by accounting for your company’s document inventory on hand and assessing document conversion processes necessary. An FlexSoft Solutions team will then physically prepare your source documents for digital conversion. Our team maintains complete accountability for your records. We are committed to protecting your data throughout digital conversion processes.

Document Scanning

Whether your company records come in the form of paper documents or blueprints/drawings, FlexSoft Solutions stays ahead of the curve and our competition with state of the art scanners used to convert your company’s source media into digital images. After scanning is complete, your source media is accurately and efficiently converted into a digital file format.

Quality Control

FlexSoft Solutions performs quality control checks throughout the conversion processes. Our experienced team stays committed to our pledges of quality assurance by rescanning defective images and correcting invalid indexes found during quality control sampling. This assures that your source documents are successfully and accurately converted.

Indexing

Our team utilizes manual data entry procedures and automated data entry procedures (OCR/ICR) technologies to create index records for your company’s converted digital images. Accurate indexing facilitates efficient future retrieval of document images of converted source media.

Image Completion

Once your company’s converted files pass all quality control reviews, FlexSoft Solutions will output your document images to the delivery media of your choice or prepare your document images for easy storage and retrieval – either on-site at your company’s location or off-site within our facilities.

Document Image Delivery

FlexSoft Solutions completes the document imaging conversion process by arranging management of your company’s original source documents while providing access to your company’s digitally converted records. Your company’s source documents can be returned to your company facilities or we can arrange an off-site storage provider. Your converted documents can be easily retrieved through our QUICK & SIMPLE document management program or we can ship converted media to your company location.

Document Imaging for Accounting

Accounting requires good, accurate records that can be retrieved on demand in the event of an audit. Digital imaging provides ease of accessibility to tax and financial records held in the database.

Examples of documents that can be usefully digitized include:

  • Ledgers
  • Invoices
  • Deposit Detail Logs
  • Cash Receipt Logs
  • Tax Forms
  • Quarterly Earnings Statements
  • Copies of Checks
  • Account Reconciliations

Document Imaging for Architecture

Architects, engineers, and clients use blueprints and CAD drawings on construction projects often requiring multiple reviews and revisions. Document Imaging allows architects to collaborate extensively without large mailing expenses and time wasted while documents are in transit for review.

Examples of documents that can be usefully digitized include:

  • Blueprints
  • CAD Drawings

Document Imaging for Education

The possibilities for digital imaging in education are vast. By digitizing records, you could compile a list of which colleges accepted students, tally scholarships awarded, or track test score trends over a period of years. Parents signatures could be recorded as well, to insure parents have seen information sent home (e.g. permission slips, consent forms etc.).

Examples of documents that can be usefully digitized include:

  • Student Files
  • Records
  • Grades
  • Maintenance Information
  • School Board Minutes
  • Teacher Contracts

Document Imaging for Finance

Any documents, reports, or statements used by banks or other financial institutions can be scanned and retrieved upon demand from any PC or workstation with access to the database. A loan officer could pull up the account of Joe Smith and verify his signature on a check by cross checking it with other bank records. This can be done on the monitor, and the information tiled side by side.

Examples of documents that can be usefully digitized include:

  • Loan Applications
  • DDA Reports
  • Customer Information
  • Signature Records
  • Cancelled Checks
  • Customer Statements
  • Authorization to Obtain Credit
  • Mortgage Information (including surveys and photos)

Document Imaging for Government

Paper documents plague the productivity of local and federal government workers at all levels. Lost or misfiled papers, security issues with confidential documents, and slow information request processing make it necessary for government businesses to manage their documents more efficiently.

By instituting document management solutions, government businesses can streamline their paper-intensive processes and increase worker productivity, resulting in lower operating costs.

Document Imaging for Insurance

Insurance industry business processes are characterized by lost documents, unnecessary tasks, and paper shuffling. A document imaging system assists the insurance industry in becoming more efficient, cost effective, and productive.

Examples of documents that can be usefully digitized include:

  • Policies
  • Applications
  • Claims
  • Claim Estimates
  • Claim Receipts
  • Pictures
  • Inspections

Document Imaging for Legal

Legal documents can be digitized and accessed by individuals who may be working on the same case at the same time. By copying files onto a WORM optical, questions surrounding alterations of a document can be addressed.

Examples of documents that can be usefully digitized include:

  • Case briefs
  • Wills
  • Deeds
  • Patents
  • Copyrights
  • Divorce decrees

Document Imaging for Manufacturing

Companies involved in manufacturing deal with a lot of paper in all shapes and sizes. An effective way to keep track of incoming and outgoing bills and invoices and create templates for records and outgoing paperwork is to digitize the records. Information can be easily cross checked for accuracy without hunting the individual paper components. Manufacturing can also utilize digital imaging by having product specifications and manuals in their database, which could be accessed from manufacturing facilities nationwide.

Examples of documents that can be usefully digitized include:

  • Accounts Payable
  • Accounts Receivable
  • Customer Information
  • Customer Statements
  • Inventory
  • Invoices
  • Manuals
  • Product Specifications

Document Imaging for Medical

Anyone who has seen the rows and rows of files in any doctor’s office knows that the medical and dental professions use and accumulate a lot of paper. Patient files and services rendered can be recorded, while billing and payments can be tracked and cross checked with patient files for accuracy.

Examples of documents that can be usefully digitized include:

  • Patient Files
  • Dental Records
  • Photographs
  • Billing

Document Imaging for Transportation

Distributors need to keep track of incoming and outgoing goods and all the paperwork that moves with them. By digitizing the record keeping, distributors can offer their customers a monthly record of the merchandise shipped to them.

Examples of documents that can be usefully digitized include:

  • Bills of Lading
  • Send Runtime CDs to Customers
  • Invoices
  • Customer Information
  • Inventory

Document Imaging for Utilities

The ability to provide exceptional customer service amid increased competition is one of the challenges facing the utilities and telecom companies. As paperwork maintenance grows daily, it is essential to maintain a high level of customer service.

Document imaging solutions empower utility company members with the ability to locate and retrieve documents such as bills and payment histories instantaneously. This allows employees to immediately respond to customer questions and inquiries with limited downtime – enhancing customer service capabilities and company reputation.