Onsite/Offsite Electronic Records Management

Onsite/Offsite Electronic Records Management

              

Are your documents too important to your business process to be taken off-site?  Do your business documents contain sensitive information? 

Eliminate any concerns and bring the scanning project on-site.

UE-ECM has an experienced team of document scanning professionals available for both short and long term scanning projects.  Depending on the project scope, we can supply all hardware, software, and personnel required to complete the project.


With an on-site scanning solution, we can maximize the efficiencies of document preparation, scanning, and indexing.  Our team of professionals can work independent or directly with your staff.  Our extensive on-site experience includes many satisfied customers in all types of industries. 

Some regulations require that all documents remain on-site and, while we provide a secure facility and constant access to any files in our possession, the UE-ECM team is readily available to set up a temporary network at your facilities.

 

What we bring to you

 

We scan documents using the same equipment on-site that we do in our own professional offices; we will provide scanning equipment, computers, software, and a team of one or more individuals, depending on the volume and turnaround required for the project. Therefore, any highly sensitive or valuable items can be scanned as quickly and effectively as if they were shipped to the UE offices.

 

The process

 

On-site, our process is identical to in-house. Our team will carefully prepare the documents for scanning, quality control each image to ensure it is as legible as its paper counterpart, and carefully re-file the hard copies. If the client allows us, we will then replace the hard copies in their original storage location and then remove the next files for scanning.

At all times, you will keep an inventoried list of the hard copies in your possession so that, if an employee requires a file, you will can locate it and either hand over the hard copy or immediately scan and email/upload the request.

How far are we willing to go?

 

We proudly serve Amman Region; however, we are willing to travel to various other areas as well.  If you have an on-site scanning opportunity, and are looking for the perfect team, please contact us!  Our team is ready to serve you.  

Budget Scan

 

The cost of scanning your documents is based on a variety of factors.  These factors include retention schedules, whether the records are temporary or permanent, the size, the type, the condition of the paper originals, where the scanning will take place (on-site or off-site), The output specifications, indexing requirements, delivery method, and most important the quantity. Typically, companies find out when they factor in all their project requirements, the overall scanning investment is much higher than anticipated.  At that point, is when most companies decide to scan the records themselves or do nothing at all?  With UE-ECM’s "Budget Scan" program, companies can now cost justify their project by spreading the costs over 6-24 months depending on the scope of the project. UE-ECM will work with you to develop a project plan to meet your budget, requirements, specifications, and timeline.  

Large Format Scanning

 

Documents too large for a high-volume scanner, which can scan up to A3, are considered ‘large format.’  This typically includes blueprints, architectural or engineering drawings, oversized maps, newspapers, and historic volumes.

Flexibility

 

To guarantee the most detail possible, we can scan a document in black and white, grayscale, or colour, changing the setting depending on the image, which can be created in a variety of formats such as TIFF, JPEG, or PDF. Knowing how important precise detail is in these types of documents, we scan in any format that you require or allow.

Temporary On-site Scanning Service

For short-term scanning projects we offer "on-site" scanning so your documents never have to leave your facility. We have spent as little as a half hour or as long as eight months scanning at a customer's facility.

Bringing and using our own scanners and equipment, we only require adequate space to setup. Our process includes a 10-15 minute setup then we begin by remove the documents from cabinets or boxes, prepare the documents for scanning, scan to PDF or TIF image. Then the original documents are placed back in the original order within the original drawer(s) or boxes, re-stapled if required, upon completion. The scanned images can then be taken back to our office for post-processing.

Post-processing can include:

·         Indexing

·         File naming

·         Rotating, cropping, desk Ewing

·         Creating a search database

Your images can then be placed onto your company's server, put on a USB device, CD or DVD, or uploaded to a records management system. We also can maintain a copy of the data for backup purposes, upon your request.

Secure Scanning:

·         All PC's are password protected and a UE-ECM representative monitors all PC's throughout the project.

·         Once receipt of the scanned data is verified, PDF/TIF images are scrubbed from UE-ECM computers.

Equipment:

·         Production style, high speed scanning equipment provides image quality as good as or better than the original document.

·         Various scanners ensure we will have the right equipment for the job.

Personnel:

·         Managed and staffed by experienced UE-ECM employees.

·         Friendly, professional, well trained scanning staff.

·         Scanning knowledge: File size/type, color and black/white scanning.

Efficiency:

·         Accurate, fast, reliable.

·         No need to spend countless hours scanning a handful of documents. Let UE-ECM do the work in half the time.

·         On demand priority projects never a problem.

 

 

 

 

"On-Site" Scanning at Your Office or Project Site

 

·         In-house or on-site scanning solutions are available as a temporary or permanent solution. At UE-ECM we know the importance of your documents to your business, that's why we offer both. Why let your documents leave your office when we can scan and upload them directly to your server, a USB device or disk? If you would like to outsource your work "in-house", UE-ECM can provide the best solution for your company's needs. Let UE-ECM put 45 years of knowledge and hands on experience to work for you!

 

Pickup, Scan & Deliver

 

·         Transporting documents with care to our facility for scanning since 1972. We understand the importance and sensitivity of your original documents. If you require your documents returned, the same care is taken during their return trip to you. Our professional staff will come to your work site, office, or document storage facility to pick up your documents to scan at our facility.

·         When you call (UE-ECM) for document pickup and delivery, we guarantee that your documents are inspected for travel and packaged prior to leaving your facility. This ensures that the documents you need scanned are protected from any elements and will be intact during transportation. Upon arriving at our facility, your documents are then inventoried prior to scanning.

·         Once the scanning is completed, all documents are returned to their original order (re-stapled, re-bound if required), inventoried again, packaged, and delivered back to you.

We also provide:

 

·         Document packing - boxing files from cabinets

·         Document transportation bins

·         Security, tamper evident tape or poly-strapping to seal any bins during transportation

·         Document pick-up/drop-off log

·         Document shredding

·         Re-printing of scanned documents

 

 

The UE-ECM Advantage:

 

Secure Scanning:

·         All PC's are password protected and a UE-ECM representative monitors all PC's throughout the project.

·         File encryption. 

·         Protect documents with a password.

Equipment:

·         Production style, high speed scanning equipment provides image quality as good as or better than the original document.

Personnel:

·         Managed and staffed by experienced UE-ECM employees.

·         Friendly, professional, well trained scanning staff.

·         Scanning knowledge: File size/type, color and black/white scanning.

Efficiency:

·         Accurate, fast and reliable.

·         No need to spend countless hours scanning a handful of documents. Let UE-ECM do the work in half the time.

·         On demand priority projects never a problem.