Step 1 - Analyze Scanning Requirements

The E-Z Scan process starts with i/oTrak's document imaging professionals meeting with your team to determine the document imaging requirements for the organization. i/oTrak will make arrangements to collect and transport the documents at a time best suited to minimize disruption within your organization's normal daily routine and workflow. i/oTrak will also formulate a blueprint to ensure it is able to certify the secure and confidential transfer of custody for each container to be collected and sent for storage.

Step 2 - Prepped for digital Conversion

The E-Z Scan team understands that proper document preparation is vital to a successful project outcome. Each document is meticulously examined to ensure every single staple, paper clip and binder has been be properly removed. All supporting documents smaller than a specified dimension must be carefully mounted with tape to a standard blank 8.5" x 11" sheet of paper, or inserted into one of i/oTrak's unique odd-sized document scanning sleeves if there is information on both sides of the paper to be imaged. In addition, during the preparation stage plans must be initiated to address the many exceptions to the traditional standard documents, including items such as; oversize documents, onion paper, envelopes (both opened and un-opened), business cards, newspaper clippings and plastic identification cards.

Step 3 - Converted/Scanned

After prep, documents are scanned using dedicated high speed black/white or color scanning equipment. E-Z Scan's dedicated scanners provide superior image quality to any multifunctional peripheral (MFP) device, because most scanners are bundled with image enhancement software that permits paper size detection, dropout color, border removal, skew correction, gamma correction, text orientation recognition, and batch separation. Once scanned, the converted document is saved in the format best suited to meet your specific requirements.

Step 4 - Indexed

Every file is indexed based upon the client's direction and designed to make documents easily accessible in the intended retrieval solution specified. We format digital images and index data to import into our customers' target systems. The only requirement we've encountered is that your system must have an import utility.

Step 5 - Quality Control

E-Z Scan uses planned and systematic activities implemented in a uniquely orchestrated system to monitor quality. Quality control specialists retrace each step in the indexing process in order that quality is checked and to make any needed corrective responses, prior to release. This validation stage helps to ensure accuracy within indexing step and others.

Step 6 - Choose Delivery Method

Whether you prefer CD, DVD, ASP, secure FTP, hard drive or some other mode, E-Z Scan can deliver your newly converted electronic documents in the delivery method of your choosing.