TRS, Inc.
Scanning Solutions
 

How we meet today's challenge in managing information.

 
File Conversion Process

● CHECK-IN: Some files are brought to us with barcodes that contain information about the file's content. With these barcodes, or by creating our own, we can check the files into the warehouse database in order and track each file through each process from the moment it enters TRS.

● PREPARATION: Files must be PREPPED. The staples and paperclips must be removed, any small paper is usually taped down, perforated pages must be separated and all paperwork must be kept in order. Some files require number stamping, some files require additional document separation sheets to keep digitized files separated.

● SCANNING: The files are then SCANNED. The prepped files are converted into TIF format which can be viewed by any PC with WIN95, 98, XP or 2000. PDF format is also available. TRS has several types of scanners available to convert all your documents, from small sized receipts to large format blueprints.

● QUALITY CONTROL: The quality control department makes sure the files are scanned straight and that the contrast is correct in order to read or print. Any files that need rescanning must be put back into the original location. This is a key step to examine when comparing in-house scanning to outsourcing to a professional company. If the work is outsourced to TRS, we guarantee 100% quality of all images, and will rescan any image the client feels is not legible.

● INDEXING: The files are then INDEXED using your existing master index to cross-reference records. Indexing is critical because the information needed to access the files must be entered into the system. Index fields are determined by customer. Some examples of the data entered are:

Name
MR Number
Date
Item number
Loan Number
Specialized criteria that you determine

TRS offers programs tailored to each client that will maximize your indexing needs while minimizing your budget cost. Find the files you need by searching your digital records using a default Windows software!

● ROLLING: Converted files are combined into a sequence for easier viewing. The images are rolled into a multi-tiff document so you can open files with up to 200 images at once. The tiff groups can also be customized to the client's needs as well.

● CD DUPLICATION: The images and data are transferred to CD-ROM and delivered to the customer. Each CD contains the files that were scanned, in order from first to last, and the information is easily accessed simply by performing a search. Save data to your desktop computer, network hard drive, or server for access to multiple users and eliminate the need for a permanent file area.

● SECURITY: In addition, TRS stores a back-up copy of each CD in a fire proof vault, in the event of an emergency your valuable information is just a phone call away.

Total Record Solutions
345 32nd Street S.W. ◦ Wyoming, MI 49548 ◦ EMAIL: office@totalrecords.org
616-988-5921