Scanning And Data Migration Services

Think of it as a file room that you can access from anywhere

We know there are folks who still like to touch their data...uh...hmm.

We still run into a few companies that haven’t totally committed to moving their IP and irreplaceable documents to a more secure location, but we’re doing what we can to guide them into the 21st century.

If you are still apprehensive about migrating your systems and data to a data center or hosted service, give us a call and lets discuss how we can help you become more comfortable with the “the cloud”.

Scanning and Data Migration Services

We completely understand the desire that people have towards paper documents. Just cause we’re a bunch of computer Nerds, doesn’t mean we don’t know how to write, moreover, we prefer it in many instances. Where we may differ is in the final resting place of that paper information. 

At TenacIT we don’t want your company to spend money to store paper that you may or may not even use again.  We are NOT saying you should destroy them, rather we prefer to digitize those files so that they can be organized, searchable, analyzed,and distributed at a fraction of the cost,

Example:
Downtown Houston Office Space (25,000 RSF) – $125,000/month = $5/RSF
File Room (20×20 – 400 SF) = $2,000/Month or $24,000 Annually
Average Lease Term – 10 Years
Total cost to store paper = $240,000

Now, not everyone has that same size office, cost per RSF, or same same size file room.  This is merely an example. But you can do the math on your space to find out how much you are spending to store paper.

Now add to that cost:

  • Employee time spent looking for files.
  • Power consumption lighting and cooling that space
  • Potential loss of files (sitting on an employees desk or at there house)
  • Unintended destruction
  • Issues maintaining updated versions
  • Duplicate files
  • Printer and Copier leases for file duplication
  • File access and security concerns

You get the point.

Data Migration Services

At TenacIT we will work with your company to determine the TCO for your file room and determine IF migrating your files to the cloud would provide a good ROI. 

File Preparation

After careful packing, pickup and delivery of your documents, our dedicated document prep team removes book bindings, staples, paper clips, and anything else that hinders the document scanning process.

Digitizing & Scanning

TenacIT then utilizes some of the best digital scanners and software on the market and we couple them with teams of Document Scanning professionals. Our teams perform any image cleanup and QA/QC necessary when converting your physical documents into your preferred digital format.

Data Capture

Using traditional data entry methods or advanced machine learning solutions, we perform accurate data entry in order to deliver the data points you need for your business.

Digital File Storage

Once your files are digitized and searchable we will work with your business to determine how best to utilize you new file capabilities. 

Document Scanning and Digitization

While every project has some uniqueness, our general scanning services provide:

  • Boxing and secure transportation of your documents
  • On-Site storage of your documents at our conversion facility
  • Document Scanning and QA/QC
  • Digital file conversion to the desired format
  • Digital file indexing and organization in the digital document management system of choice
  • Physical document shredding, off site storage, or return
  • Digital on-premise or cloud storage solutions
  • Document management solutions

Services

  • Standard Document Scanning
  • Color Scanning
  • Oversize / Large Format Scanning
  • Indexing Services
  • Data Entry
  • Logical Document Determination
  • OCR / PDF Capture
  • Microfilm / Microfiche Conversion
  • Aperture Card Conversion
  • Old Digital Media Conversion
  • Automated Document Redaction

Standard Document Scanning

With decades of experience in scanning documents for various industries across the US, we can provide document scanning solutions with the capability to scan millions of pages per week. While we are always excited to lend our services for any sized project, we specialize in complete file room digitizing and large archival projects. Standard Document Scanning includes paper sizes typically found in commercial printers that do not exceed 11×17 and are output as black and white or grey scale depending on the provided document quality. Documents smaller than 8 ½ x 11 are also accepted.

Color Scanning

With decades of experience in scanning documents for various industries across the US, we can provide document scanning solutions with the capability to scan millions of pages per week. While we are always excited to lend our services for any sized project, we specialize in complete file room digitizing and large archival projects. Standard Document Scanning includes paper sizes typically found in commercial printers that do not exceed 11×17 and are output as black and white or grey scale depending on the provided document quality. Documents smaller than 8 ½ x 11 are also accepted.

Oversize / Large Format Scanning

Large format scanning, especially in any large volume, requires specialized commercial equipment and a trained eye on quality. Large format scanning is not just architectural designs and blueprints. Large format scanning applies to any document over the standard printer paper sizes found in our Standard Document Scanning Service. Common types of large format file that are often scanned include:

  • Engineering Drawings
  • Product Designs
  • Architectural Renderings
  • Specifications
  • Blueprint Drawings
  • Site/Plan Drawings
  • Circuitry Diagrams
  • Oversized Photography
  • Topographic Maps
  • Well Logs
  • Building Plans or Drawings

Indexing Services

After scanning millions of pages many companies need the ability to retrieve information efficiently. Document indexing is the process of tagging a file so that it can be found and searched at a later time. Indexing compiles data in a logical structure so you can easily locate information. Why scan documents if you’re never going to look for them? Let us use any number of methods, including barcodes and OCR, allowing you fast and accurate access to your now digital files.

  • Bibliographic Coding
  • Barcode Capture
  • File Naming

Data Entry

Organizations have long realized the importance of data entry in harnessing the power of information locked in paper files or images. Putting this information at your fingertips has proven invaluable in achieving business goals and increasing workplace efficiency. Common data capture projects may include time cards, online forms and applications, invoices, questionnaires, hand-written journals, medical reports, etc. Information abstracted can be entered directly into the client’s platform or delivered in a format of their preference. For clients with “standardized” forms, TenacIT has the added capability to utilize proprietary machine learning technology which automates the data capture process, eliminating errors commonly found with traditional, manually entered data.

Logical Document Determination

A search index is only as effective as the document unitization it is built on. Logical Document Determination (LDD) gives your collection the foundation it needs to drive an efficient review. Logical document determination is an integral part of the document coding process breaking large documents down into logical parts giving them context and putting relevant information in your hands faster. Our LDD experts keep pace with scanning and review activities unitizing up to 120,000 pages per day! Not only can unitization rules be tailored for specific projects and collections to yield effective results, but existing metadata and coding can be applied to revised boundaries for improved search accuracy.

OCR / PDF Capture

While almost anyone can go and purchase off the shelf OCR software to convert PDF documents into searchable PDFs, our Optical Character Recognition (OCR) software allows us to render Unicode text in 175 foreign languages, and our distributed processing model facilitates accurate conversion of more than 100,000 pages daily. OCR really is the building blocks for successful post scanning Machine Translation and every conversion error leads to a loss of time, money and future usability.

Microfilm / Microfiche Conversion

Digital images stored on 16mm or 35mm rolls or cartridges are not common these days and the data they contain is usually irreplaceable. Whether you have one roll or hundreds TenacIT has the experience to efficiently digitize all of your Microfilm/ Microfiche into high quality images using the state-of-the-art digital Microfilm/ Microfiche scanners.

Aperture Card Conversion

Typically manufacturing firms keep digital records of all their product schematics and certifications. For many of our clients it is common for aperture cards to be used for the re-production of older and materials as they have transitioned from regular production to archived products. Having modern digital images of these schematics makes it easier to organize and manage so that getting an accurate part replacement is still possible, even though the model is not being manufactured anymore.

Old Digital Media Conversion

Older computer technologies not only take up physical space, but the data they contain may also decay over time and unfortunately the availability of conversion options is quickly going away. TenacIT and our partners work with you to determine the most cost-effective solution for transitioning your data from floppies and CDs to online cloud storage (or storage media of your choosing) so that your data is better protected from technology evolution. No matter what type of system it was attached to, we convert your files and make them accessible to you with your current computer.

  • CD Data Recovery
  • Tape Data Recovery
  • DVD Recovery
  • JAZ Drive Recovery
  • Floppy Disk Recovery
  • VHS Tape Conversion
  • Zip Disk Recovery

Automated Document Redaction

Making records and documents available while protecting privacy is a challenge for every company. Each year the number of required redaction fields grows longer, forcing many companies to re-redact documents each time. TenacIT’s automated redaction solution is intelligent, thorough, quick, and does NOT rely on pre-defined formats or forms-based templates to be accurate. Our solution uses algorithms and advanced data extraction logic to “read” and validate captured content through context and applied operational rules.

Thank You!

One of our Nerds will be contacting you soon.

Think through these questions before your call to help us recommend the right solution.

  • What do you need the solution to achieve?
  • What is your timeline for completion?
  • What is your budget?
Technology Issue?
Talk to a Nerd.
Technology Issue?
Tell us about yourself.