Document and Microfilm Scanning
Using manual processes, paper is difficult and expensive to collect, copy, move and manage. Individual office and central file searches are intrusive and disrupt a company's operations. Firms are typically required to hire temps or maintain a staff whose sole responsibility lies in tracking and moving boxes of documents. Indexing, coding and identifying important documents require still more floor space and is labor intensive. Document scanning allows you to digitize your documents and store them electronically, in a single location. Once scanned, the documents can be viewed and processed from virtually any PC, eliminating the need to store and move boxes and freeing up wasted office space and manpower. These digital images can also be stored on a secure website where authorized users can access them from any Internet access point in the world. And the benefits can also be extended to your microfilm records, providing a comprehensive, accessible, secure archive of your important business records.
Electronic File Conversion
Your company will be required to convert records in various formats into a digital form for easy document imaging management.
Omni Mountain provides conversion services for most document formats, including:
- Paper
- Oversize Drawings
- Roll Film
- Microfiche
- Aperture Cards
- COLD
Optical Character Recognition (OCR)
OCR conversion is the process by which text from an image (a picture of a document) can be extracted, providing searchable ASCII text. The OCR text of the complete document can then be searched for key words or phrases. OCR can be an effective supplement to an objectively coded database or as an alternative to key word or names mentioned coding. We emphasize to our clients however, that OCR conversion is not 100% accurate and the conversion results are greatly determined by the type of documents and clarity of the characters on the original document. For instance, a 1st generation pleading printed on a laser printer will yield far greater OCR accuracy than a 4th generation photocopy of a multi-part form.
Indexing and Bates Labeling
The need to provide a unique index for legal documents led to the use of "Bates" labeling. In a manual production, this process is labor intensive, time consuming and expensive. For a fraction of the cost of doing it manually, we can stamp each scanned page with a "Bates" label during the scanning or coding process. This identifier then appears on all electronic images of that page as well as on documents that are later "blowback" to paper for production to opposing counsel
Online Document Repositories
The most important advantage gained from digitizing your documents is the ability to store them electronically in a single location. They can be stored on CDs, on your office network or though our secure network. By storing your documents at a third-party facility you eliminate the need to purchase additional hardware and software while assuring that your documents are secure and backed up regularly. Once your documents are stored in a central location, they can be retrieved using a variety of methods including full-text searching, indices created by you or our team. An u ltra-secure repository that can hold every document ever produced by your organization allows you to easily retrieve and deliver any part of that information - anywhere in the world - in an instant. Providing access to documents utilizing a browser-based interface that provides all of the functionality of desktop-based document management systems with a irtight security ensures that the integrity of informati is never compromised. A designated corporate administrator sets up and manages users, groups, project access and document-level security. Audit logs are produced to monitor access and the activity of users
Consulting
With our extensive litigation and document retention experience, we can help you design and implement a cost-effective document strategy. Omni Mountain.com sets itself apart from common service bureaus by closely listening to our clients’ needs and concerns for each project.Omni Mountain.com will help guide you through the technology to find the best solution to your project.
We analyze how you use your documents..
Before a project begins, Omni Mountain.com sits down with their client, and asks important questions about the collection and your goals. Omni Mountain.com develops a plan based on your project budget, time allotment and the overall scope of the document collection. Omni Mountain.com will help recommend which digital services are best suited for your case and which services that may not be necessary. Our document consultants have extensive experience and knowledge of document management and are prepared to guide you to the most logical and cost effective decision.
