Document Conversion

Eliminating or significantly reducing paper documents is a critical component of successful business process automation and transformation. When critical information is trapped inside folders or on paper, productivity, performance and profits are dramatically impacted increasing the cost of business. Converting paper documents to electronic format enables faster processing, reduced errors, increased control, reduced risk, and lower costs.

InSite combines a full suite of document imaging services with decades of document conversion experience to configure solutions that meet the unique needs of each client. From conversion projects involving millions of backfile documents at one of our high-volume production facilities to distributed scanning solutions integrated directly into business process workflow, InSite helps organizations reduce costs and improve management of informational assets.

Outsourced Document Conversion Services

InSite provides state-of-the-art scanning services for backfile conversion projects and day-forward document processing. By outsourcing document conversion to InSite, companies can eliminate investments in scanning equipment and avoid unproductive allocation of internal personnel. For backfile conversion projects or business processes that generate moderate or high amounts of paper documents on a regular basis, outsourcing document conversion to InSite is almost always a more cost-effective option with greater speed and accuracy compared to using internal resources.

InSite can perform document conversion services at one of its conversion facilities or at remote client locations. Our conversion facilities are equipped with the latest imaging technology and meet rigorous government compliance standards for security and document processing. Each conversion project will follow a disciplined set of processing steps tailored to the unique requirements of each client:

	Document Receipt and Inventory. Upon initial receipt of paper files, our document conversion specialists create a detailed inventory log and tag each file. This tracking method enables InSite to quickly retrieve any files needed by a client during the document conversion process. Further, at the end of the project, the inventory log is reconciled with the digital files created to ensure that each file is converted and provided to the client.
	Document Preparation. Our specialists prepare each paper file to ensure optimal success in the document conversion process. Preparation includes staple removal, binding removal, paper clip removal, page orientation, and document repair. In addition,  InSite's preparation process includes any special document separation and classification requirements for each project as specified by client.
	Document Imaging. Paper files are scanned using our advanced digital scanning technologies and each digital image is reviewed for quality control. InSite can deliver digital files in any format (i.e., PDF, TIFF, etc.) and at DPI resolution quality standards specified by client.
	Document Indexing. To properly capture key index field information from each digital image, InSite performs indexing of digital files as specified by client. Capturing index information enables easy search and retrieval of documents along with streamlined file processing via electronic workflow. InSite utilizes both optical character recognition (OCR) technology as well as human data entry to achieve the cost and quality standards specified for each project.
	Electronic File Upload. Final digital images are uploaded to InSite's web-based software for access and use by clients. As part of the electronic file upload, InSite processes each digital image so that users can search all electronic files with simple keyword searches.
	Document Warehousing and Destruction. If InSite performs document conversion services at one of its high-production conversion facilities, paper documents will be securely stored from initial receipt until return of paper files to client. InSite also provides secure paper destruction service if paper files are no longer needed after document conversion.

In-House Document Conversion Services

If business process requirements dictate that document conversion is best completed by internal resources, InSite offers options for clients to efficiently and accurately convert paper files and upload into InSite's web-based software including:

	Desktop Imaging. InSite's web-based software provides browser scanning capabilities and scanning controls that can be imbedded into existing client applications for direct scanning by clients.
	Network Scanners. InSite offers a managed network imaging service for deployment of scanners at client locations. For situations where documents must remain on premise or where it is more cost-effective for organizations to perform imaging activities onsite, InSite installs and remotely manages network scanners that are configured to the needs of each document application.