Frequently Asked Questions

Can you guarantee that all my pages have been scanned?

Yes! Our unique hands on system has been carefully designed, tested and proven to ensure that each page is observed and verified during the two key processes of Document Preparation and Document Scanning. We are able to guarantee that 100% of pages have been satisfactorily scanned and indexed.

What percentage of pages are likely to be missed in the scanning process?

0%! Zero percentage! We operate on the premise that anything under 100% accuracy must be unacceptable when preserving records for possible future reference.

Do you pick up boxes or I have to deliver?

We pick up and deliver boxes within the City of Ottawa. Cost for this service is typically included in the agreed rate.

Can you describe your process for digitizing documents?

Our processes are proprietary. However we can confirm performance of the following procedural steps:

Pre-scan Document Prep, Scanning, Reassembly
Quality Control
Schedule of Deliverables
Multiple Deliverable Formats

How long does the scanning process take?

This is determined on a case by case basis – depending on the customer’s scheduling requirements.

Is there any work required from us beforehand?

Typically, customers prefer to review all the steps required then assign us the total responsibility for execution of the job, based upon the related Quote and Statement of Work that has been mutually agreed upon.

How do you charge for your services?

We typically base charges on a mutually agreed rate per page. This rate is always very market-competitive and takes into account the physical condition of the documents to be digitized; size of pages & sheets, single or double sided; file naming requirements; re-assembly of documents; storage of boxes, shredding, return; black & white, colour, or greyscale; final output deliverable(s); OCR (optical character recognition) processing for text searchability.

How are we billed for your work?

Invoices are typically issued monthly, or at end of project, payable in 15 days.

Do you offer lower pricing for larger volume?

Yes. This typically applies to large volume longer term projects. Pricing is quoted according to appropriate page volume estimates

What security do you have in place to protect our information?

We have in place Six Levels of Security to support our daily operations, 24/7:

Security Clearance “Protected B” level, from Government of Canada: for personnel performing document preparation, digitization and file naming of scanned files.
24-hour physical monitoring of premises with available immediate onsite police response as needed.
Production processes and physical document storage areas are not accessible by unauthorized persons. Access to customers’ documents only permitted to security cleared personnel.
Client documents for a given project are typically assigned to one or two employees specifically designated to that project: and employees sign a binding non-disclosure agreement that is specific to each digitization project to which they are officially assigned.
Production premises do not allow street level access to our scanning and storage facility.
Daily visual monitoring of the production facility is performed by senior personnel

Can we verify work quality before paying invoices?

Yes. Invoices are accompanied by the agreed deliverable (e.g. USB flash drive, DVD or FTP upload); client then specifies the boxes they wish to be returned for quality review and confirmation, after which payment is issued.