Maximize your time with document conversion services.
It doesn't matter if you have a number of paper documents, large bound books, microfilm or more, PropertyInfo Corporation (PIC) can help convert this information into the digital images you need. Through our document conversion service, we help you simplify your daily processes and work more efficiently.
With just about any document conversion service, there are a few main aspects to the process. Initially, the documents are collected and organized in preparation for scanning. Once scanned, a digital image is generated and checked for accuracy. The images are then coded with document, case and/or volume and page numbers, indexed and then uploaded to the customer's system.
The scanning phase encompasses several processes designed to ensure the accuracy and quality of the digital images. As document pages are fed through the scanner, the resulting digital images are reviewed immediately by the operator as part of the quality assurance process. Any errors are immediately corrected either by a rescan or through changes to the scanner settings.
Images are grouped as documents, certificates, licenses and cases, and identified by their corresponding number which establishes a link to the index data. The data can then be easily searched and retrieved with a code field search. Coding personnel serve as a secondary image QC.
Indexing is facilitated through the use of custom software. In addition, the custom indexing application has filters that alert the operator of invalid character entries. An important aspect of the quality control built into the indexing task is a third verification of image quality and verification of image grouping and number identification entered during the coding phase. All changes to the index and image are logged through the application creating metadata that can be analyzed during the project to optimize the conversion process.
Virtual File Security and Disaster Recovery
To ensure the integrity and safety of the digital data created during the conversion process, PIC employs the latest computer hardware and storage systems:
- Redundant components in the servers, including mirrored drives supporting the operating system and database software
- Storage devices based on RAID-5 technology with hot-swappable spares to ensure the integrity of the digital images generated during the imaging process
- Portable, high-capacity USB drives utilized to back up all the conversion data to support disaster recovery requirements
Day-Forward Indexing for Data and Event Entry
The nature of a VPN connection is a network-to-network link. Utilizing this mechanism, the PIC data-entry staff is able to provide indexing services ranging from keying all recorded documents to providing overflow support. The data-entry task is accomplished using the Windows® terminal server and, as a result, the indexing occurs directly into the clerk's databases, eliminating the need to export images or import data.
PIC provides a microfilm creation service from images created during the document conversion services process that pulls document images from the county site over the VPN. An in-house Kodak microfilm writer captures this data.