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Ancillary Imaging Services

OCR, Redaction, Image Format Conversions, Archive Writing, Indexing & Metadata Creation, Media Conversions, and Cloud Based Hosting 

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OCR (Optical Character Recognition)
 
OCR (Optical Character Recognition) converts images of your documents to editable text or data. OCR output can be editable Word documents, Excel spreadsheets, databases, search engines, searchable PDFs, or any other format where searchable/editable text is needed.
 
There are two primary OCR methods:
 
  • Full Text OCR - Full text converts all of the characters on every page to text.  Full text is typically used to create editable Word documents or searchable PDFs but can also be used to populate search engines to serve as a text searching method of locating the original scanned documents.
  • Zonal OCR - Zonal OCR finds predetermined locations on documents and captures text from those areas. Zonal OCR is often used to automatically capture invoice data - fields such as Invoice Number, Vendor Number, Vendor Name, even line item detail. The OCR output can then be routed to accounting systems to alleviate the need for manual data entry.  
 
Please feel free to contact us if we may be of assistance with any of your information management projects - please use the form in the footer below or our Contact Page. Reynolds staff has extensive experience with evaluating, configuring, performing and the quality control of OCR projects.  
OCR
Redaction
Redaction
 
The most significant benefit of electronic documents is their accessibility. Huge volumes of information can be made available to a specific group of authorized users or the entire general public. In either case, documents may contain sensitive information that cannot be shared - however the remainder of the document needs to be shared.
 
A classic example is older government documents (wills, marriage licenses, court documents, etc.) that contain Social Security Numbers. The documents themselves need to be public but the Social Security Numbers are confidential.
 
Redaction is the answer. The most reliable redaction process utilizes a combination of software and human intervention. Software is used to perform full text OCR followed by a search algorithm to find patterns of characters such as the xxx-xx-xxxx of a social security number.
 
However OCR is often inaccurate compromising the search algorithm's ability to find the pattern. Human intervention is then utilized to basically double check the software's work.
 
This combination yields the most accurate means to eliminate confidential information from shared or public documents.
 
Reynolds staff has extensive experience with evaluating, configuring, performing, and the quality control of OCR projects. Please feel free to contact us if we may be of assistance with any of your information management projects - please use the form in the footer below or our Contact Page.
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Image Format Conversions
Image Format Conversions
 
There are a wide range of image formats. Unfortunately many are not well suited for document management applications. Scanning applications often have "default" formats that may be flawed for many applications - some lower image quality to achieve smaller file sizes, some add too much detail resulting in excessively large file sizes, some are incompatible with many applications. Thousands or even hundreds of thousands of documents may be scanned before anyone realizes they are using the incorrect format.
 
Images are also often acquired from other sources. These too may be in a format incompatible with your system or sound records retention standards.
 
Our Image Format Conversion services can evaluate your existing image format(s), recommend and implement a conversion to a more universally compatible format that meets commonly accepted records management standards.
 
Please feel free to contact us if we may be of assistance with any of your information management projects - please use the form in the footer below or our Contact Page. Reynolds staff has extensive experience with evaluating, configuring, performing and the quality control of image format conversion projects.  
Archive Writing
Archive Writing
 
Archive Writing is the process of creating a backup copy of electronic documents on microfilm. For certain industries, particularly government, this process is a prerequisite to destroying the original documents. Also known as an "eye readable copy", a microfilm backup creates a copy of the information that will be accessible in some form for at least 100 years, likely many more.
 
If your project calls for a microfilm backup of electronic documents, we can help. Reynolds staff has extensive experience with evaluating, configuring, performing and the quality control of Archive Writing projects.
 
Please feel free to contact us if we may be of assistance with any of your information management projects - please use the form in the footer below or our Contact Page.
Indexing and Metadata Creation
Indexing and Metadata Creation
 
Electronic documents without an effective index are analogous to a file room with inadequate labels on the folders - it will be hard to find anything.
 
A significant benefit of electronic documents is the ability to have instantaneous retrieval from any location at any time. However even the best electronic system is virtually useless without a well-planned, accurate index.
 
Reynolds' staff has vast experience in helping customers select an indexing system that will make it fast and easy for users to find documents based upon a variety of criteria. For many applications the user group also includes auditors, contractors, customers and others. A well designed index will accommodate all user types and do so in an intuitive, efficient manner.
 
However index creation can be a costly process. While users may want to search for documents by 20+ fields, manually entering that much data would be excessively costly and time consuming. Regardless of the number of search fields, to reduce costs and time Reynolds employs a variety of automated indexing methods that utilize existing data, barcoding, zonal and full text Optical Character Recognition (OCR), Intelligent Character Recognition (ICR) and many others.
 
We then also implement a number of automated and manual quality control steps to assure your data is accurate.
 
Reynolds staff has extensive experience with evaluating, configuring, and performing the quality control of index and data capture projects. Whether you need to capture and index electronic documents or create an index for an existing collection, we can help.
 
Please feel free to contact us if we may be of assistance with any of your information management projects - please use the form in the footer below or our Contact Page.
Media Conversions
Media Conversions
 
Physical media (CD, DVD, Blu-ray, WORM Disks, tape, etc.) for document and data storage is quickly becoming obsolete. While media remains viable for backups, the need to share information and the low cost of server storage are making media less viable.
 
However, a vast amount of information currently resides on a wide range of media types.  Some are compatible with today's technology (CD, DVD, etc.), some are not (WORM, DAT, etc.). Some media is even damaged and potentially unreadable.
 
Reynolds has the hardware and software to convert your old media to current technology. We also plan accordingly to avoid the need for future conversions.  
 
Please feel free to contact us if we may be of assistance with any of your information management projects - please use the form in the footer below or our Contact Page.
Cloud Based Hosting
Cloud Based Hosting
 
Accessibility is vital to an effective information management strategy. While all of your information may be electronic, it won't be useful if it is not readily accessible to your users. Further, users now need to access information on their phones, tablets, laptops and a multitude of other devices. This access also needs to be highly secure.
 
Reynolds offers a full range of cloud based hosting services. From open-access, public documents to highly secure and HIPAA regulated information, Reynolds has a cloud based solution.  
 
Please feel free to contact us if we may be of assistance with any of your information management projects - please use the form in the footer below or our Contact Page.
Benefits of Scanning
Scanning brings all organizations a number of significant operational benefits;
  • Provides immediate access from desktop PCs or portable devices

  • Enables tighter security of encrypted electronic files

  • Enables audit trail tracking of who has accessed information

  • Provides a backup copy for disaster recovery purposes

  • Eliminates storage requirements

  • Prevents lost or misfiled documents

  • Enables searching by a wide range of index values

  • Simplifies and automates records retention

  • Enables regulatory compliance

  • Greatly simplifies audits

  • Allows for outsourced services

 
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