Frequently Asked Questions

After researching the internet, do you have a seriously tough question and cant find the answer? Please put our research team to work. Email at info@advanced-resolutions.com.

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How much does it cost to scan your documents? Check out our Ballpark Estimates.

How much does it cost to scan my documents?

Check out our Ball Park Estimates here.

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How does an business determine or prioritize what documents need to be stored for retrieval and what documents can be tossed?

Agencies and departments need to develop a records retention plan in conjunction with Records Management Services. The plan establishes a partnership between the agency/department and Records Management in the proper storage and disposal of state records. Retention schedules establish retention periods that are … Continue reading

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I have file size restraints through my FTP system. Can you send optimum sized folders?

FTP Size Restrictions? Many customers end up loading the data we send to them though a FTP that eventually moves onto their servers. Since many FTP systems have file size restrictions we will gladly size your folders to the size of your choice. … Continue reading

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What resolution will my documents be scanned in? Can you scan a batch sample of my documents, so I can see the quality?

-Generally your documents will be scanned in 300 dots per inch (DPI) but that may change depending on the document type. For example, x-rays, photographs, and maps may need to be scanned in 600 DPI due to the detailed nature … Continue reading

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I have boxes of several different document sizes I need digitized, will this be an issue?

-No, Advanced Resolutions is capable of sorting and scanning documents of any shape and size, from construction drawings to stamps.

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What is PDF/A? Can you convert files to PDF/A?

The new Archiving Standard Companies and industries are beginning to embrace the use of PDF/A. PDF/A is the ratified ISO standard for long-term archiving of digital records. Governments are defining regulatory standards that mandate, recommend, or accept PDF/A. Advanced Resolutions has worked with PDF/A throughout the … Continue reading

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What type of proof, quality control, or quality assurance system do you use?

-At minimum two 100% reviews are conducted during the scanning process by comparing scanned images against the original document. This means that at minimum two separate pairs of eyes and sometime three will look at all the images. The reviews … Continue reading

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Some of my documents are fragile, or damaged, is this going to be an issue?

-No. Our scanning technicians handle every document with extreme care, especially if they are fragile. We also have special equipment to scan and digitize documents that may be torn, folded, or faded.

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What is the DICONDE format?

What is DICONDE? DICOM is the parent standard of DICONDE. DICOM is the universally adopted medical standard. The following information was derived from ASTM. DICONDE is an evolving standard that provides a way for nondestructive evaluation (NDE) manufacturers and users to share image data. … Continue reading

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Can you scan my double sided documents?

-Yes, we handle documents of all types. Our quality scanning equipment was built to accommodate for all different  types of documents of any size, thickness, or orientation.

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What formats can you scan to?

-We will accommodate any format you request.

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I need a database management system load file, can you provide one?

-Yes, we will provide you with any load file you need.

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How do I estimate the amount of documents I need scanned?

-The following should help you create a preliminary estimate of the number of documents your organization has: Unbound paper: 150 – 175 pages per inch Standard file box: 2,000 – 2,500 pages per box Banker style boxes: 4,500 – 5,000 … Continue reading

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I need my critical documents scanned immediately, can you accommodate this?

-Yes, whether on-site or in our secure facility, you can count on us when time matters most.

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How do you transfer the images to me?

-Your scanned images will be delivered however you wish, whether its via FTP (file transfer protocol), digital storage device, or even hosted online in our secure web-based document solution, the choice is yours.

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What type of media do you scan?

-We scan anything and everything including: x-rays, film, microfilm, microfiche, aperture cards, maps, paper documents, 8.5 X 11, 11 X 17, oversize, photos, photography, posters and poster board, construction drawings, blue prints, etc.

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What is “document indexing,?” Give me help on file naming.

-Document indexing is the process of associating or tagging documents with different “search” terms such as date, invoice number, or vendor name, or type of document. The process of indexing is a cumbersome process and usually takes teams of people to complete … Continue reading

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What is OCR, and how will it help me?

-Optical Character Recognition, or OCR, is a technology that enables you to convert different types of documents, such as scanned documents, into searchable data. It allows your employees to easily find certain topics within a document by a quick (ctrl+F). … Continue reading

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I have sensitive documents that cannot leave my location but I need them scanned, can you help?

-Yes, we have dedicated mobile imaging professionals that respond wherever needed. Our employees have been background cleared and always wear our identification information. We are currently in the process of acquiring the permits for a fleet of secure mobile processing trucks to create a safe … Continue reading

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My documents are confidential, how do I know they will be safe?

-We take your confidentiality to extreme levels. We use non-marked vans and our building has a secure security system. We also use no logos on our building to further divert attention. -All of our scanning agents have successfully passed rigorous and thorough … Continue reading

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How do you store my documents while they are in your possession?

-Whether your records are in our possession for long-term or just while they are being digitized, they are protected in our state of the art retention facility that offers thorough security measures including controlled access, video surveillance, and environmental controls. … Continue reading

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What options do I have post-scan? Will you be able to securely dispose my documents confidentially after scanning?

-One of our customers favorite options is to upload your documents to our secure, and backed-up cloud server, then you can access them anytime its convenient for you. -After scanning you can either have your documents retained in our secure retention center, returned … Continue reading

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Do you offer secure archive storage for my documents following the scanning process?

-Yes We use a duplicated storage system anytime we store your records. We have many different access options available. We can upload your documents to our secure, and backed-up cloud server, then you can access them anytime its convenient for you. We can deliver your … Continue reading

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What is your normal turnaround time?

-The turnaround time rate varies depending on volume of documents to be scanned however, our production facility operates 24-hours a day to ensure critical timelines are met.

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How long should I retain my records?

-It depends on what type of record you are retaining.  Here are some suggested timelines based on document type: All suggested retention periods are in years. If there is a P designation after a certain record type, it means that … Continue reading

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Do you need to know more about our scanning process?

 

Do you have specific questions about our Quality Assurance and Quality Control procedures? Fill out this form here and we will send you more information.