• It starts with you! Identify the place in your operations where you are unnecessarily burning real resources  – financial resources  (i.e. employee costs) and realtime productivity (i.e. profits).
• Next:You decide if you are willing to continue with this present status … or if you are ready for cost effective profits. Digitization can help recovery and retrieval of a significant portion of the resources (financial and human) that are being lost daily in the search for information as your people do their jobs.
• Invite us in! Let us quickly share with you two important profit-related insights:

1. How we have helped other businesses and professional firms to dramatically improve the daily productivity of their operations, resulting in substantial financial gains, and…
2. How we can help your operations realize similar productivity and profitability gains.

• Decide where to start. RJM Backfile clients typically start by digitizing a specific category of  documents, e.g. Accounting, HR and/or Project History files. It often is better to select one of these key areas and make this the first focus in order to help your employees quickly embrace and “own” the positive transformation of their own workflow effectiveness. This is invariably the result of properly planned and executed digitization of paper archives and files.
• Review Project Scope: A detailed onsite examination and review of the kinds (and physical conditions) of documents to be scanned and indexed. Items to be considered include:
  • De-stapling, removal of any clips or attachments, copying/positioning of sticky notes, etc.
  • Indexing of each file per customer’s information retrieval goals.
  • Size(s) of original document sheets; single-sided or double-sided scanning.
  • Re-assembly of documents, maintaining original page order (typically not re-stapled).
  • Pick-up and delivery arrangements.
• Project Timeframe:  Depending upon the volume of documents/pages and the degree of urgency, plan for one-time  or progressive completion & delivery.
• Deliverables: Digitized & Indexed Data is typically delivered on DVD (3 copies):
  • Text Searchable PDF files bundled with Custom HTML File Index for ease of access and searchability.
  • TIFF files bundled with CSV (Comma Separated Values) Formatted Metadata for easy upload to any present or future document management system.
  • Boxes of documents to be returned to customer at completion of processing period(s).
  • (Optional): Periodic interim reports of long term project results – provided on request.
  • (Optional): Shredding of scanned documents, certificate of destruction provided.
• Project Quote Includes:
  • Conversion of customer’s paper documents to digital format, received in standard bankers boxes and processed in accordance with the agreed Scope of Project.
  • Pricing customized to customer’s specified project requirements.  Long term programs (12+ months)         or large-volume projects, may receive discounted pricing.
  • Optional services (e.g. shredding, interim reporting) require separate price quotation.

Value Add from Backfile: 

• Quality Control:
  • Scan Agent’s continuous active visual monitoring for accuracy and reproduction quality of scans.
  • Scan Agent’s active verification of indexed data inputs for each file saved.
  • Scan Supervisor’s verification of final accuracy and quality of deliverables.
  • Active ongoing contact & verification with client regarding any unexpected issues or anomalies.
• Schedule of Deliverables:
  • one-time completion of project deliverables.
  • progressive scheduled completion of project deliverables.
  • volume and timing milestones.
• Multiple Deliverable Formats:
  • TIFF files bundled with CSV Formatting standard.
  • Searchable PDF format with Optical Character Recognition (OCR) standard.
  • Scan to FTP (Option) – client may access files as they are progressively scanned and indexed.
  • Guaranteed high quality redundancy of indexed deliverables standard.
  • CSV Formatting provides platform ensuring compatibility of scanned & indexed data for importation into any future document management system that client may select for implementation.
• Accountability & Security:
  • File Recall: a simple email or telephone request ensures delivery of required information within 24 hours.
  • ADT 24-hour monitoring, with immediate dispatch of law enforcement (Police) personnel.
  • Document handling and scanning is supervised and guaranteed by senior qualified technical consultants who also provide added high level oversight to the production and processing functions.
• Document Shredding (Option):
  • Pricing is quoted on request and a Certificate of Destruction is provided.
• Project Summary (Option):
  • Summary(ies) can be provided annually, quarterly, monthly and/or end of project.