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1.
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Packing Boxes, Creating Shipping Manifest
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Data Engineering, LLC will pack your records into standard file boxes, bar code
the boxes for identification, and create a shipping manifest of all the records
that are packed in each box, noted by bar code number.
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2.
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Document / Box Pick-Up
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We will arrange for your boxes to be shipped to our facility.
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3.
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Document Retrieval
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There is no charge for retrieval of your records at our facility. We offer
same day emailing or faxing of up to 10 records daily.
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4.
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Document Preparation
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In this stage, staples and clips are removed, damaged or ripped pages are repaired,
duplex pages flagged, and a total page count logged for QA.
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5.
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Indexing Field Script
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Searchable fields are chosen according to your specifications. DE will find
the most economical means of data capture for the index fields (OCR, Text File,
Manual Entry, etc.).
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6.
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Document Scanning Resolution and Format
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Documents are typically scanned at 300dpi, in TIFF format. However, the job will
be quoted and produced at the resolution and in the format you request.
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7.
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Scanning Capacity
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Depending upon our schedule and your requirements, we can easily commit to deliver
up to 200 boxes (approx 500,000 pages) of scanned images every two weeks.
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8.
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Media
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Scanned records are delivered on a portable hard drive, or DVD media to be uploaded
to the client's network.
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9.
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Initial Storage
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Documents can be stored at our facility for up to 90 days after the delivery of
the scanned records free of charge.
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10.
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Additional Storage
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Document storage beyond the initial storage can be arranged at a monthly per box
rate.
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11.
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Document Destruction
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Document destruction can be arranged after the scanning process. We have relationships
with several shredding companies and will handle all arrangements for you.
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12.
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Compliancy
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Documents will be handled and delivered fully compliant with HIPAA provisions, or
SOX as directed by client.
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13.
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Quality Assurance (QA)
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An independent QA member reviews the images for quality and the file for completeness.
The QA process is managed by our proprietary software program. Our level of
QA has proven to be 99.9% accurate.
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14.
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Invoicing and Reporting
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Quotation pricing is based on the document count estimate. You will be invoiced
according to actual document counts.
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15.
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Costs
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A banker size box scanned and indexed costs between $150 - $250 depending on the
specifics of the project.
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