Frequently Asked Questions (FAQ)
- What is document imaging?
Document imaging is the process of capturing, storing and retrieving paper-based documents in an electronic format, often delivered on “write once” media, like CD-ROM or DVD. By accepting delivery on a write-once media, the documents hold up as evidence in case of a legal action requiring production of the imaged documents.
- What are the benefits of document imaging?
Some of the benefits include:
- Provides immediate access to documents.
- Facilitates better decision making.
- Increases productivity.
- Provides disaster recovery.
- Speeds responses to inquiries.
- Allows documents to be faxed or e-mailed quickly.
- Reduces costs associated with copying and transporting documents.
- Enables improved information sharing.
- Reduces labor costs associated with retrieving documents.
- As a service bureau, what do you do?
VeBridge provides all the benefits of document imaging without requiring dedicated employees and capital resources for the capture of documents. The documents are picked up at your office or shipped to us, prepared, scanned and indexed at our location. We then deliver the imaged documents on write-once media, or interim releases via secure file transfers to your network. We also can host your documents so that the entire delivery process is transparent to your staff and end users.
- What kinds of documents can you image?
Any document frequently referred to should be imaged. These may include accounting records, customer related files, medical records, proposals, loan documents, signature cards, engineering drawings, and/or computer generated reports. Additionally, law firms capture documents associated with litigation and other vital internal and client records. If an enterprise uses mixed media, such as audio, video or photographic content, we also are able to digitize and deliver it for import into a Digital Asset Management (DAM) and Workflow system.
- How are the indexes entered?
The method of indexing is determined through discussions with each of our clients. Various methods include individually keying in each indexing field. This is accomplished using double key verification for greater accuracy, using bar codes, or existing computer databases that electronically populate the indexes using a unique identifying field.
- What kind of equipment is required?
In most cases, existing computers and networks can support document management software. In some cases, an organization selects additional or new mass storage devices, such as SAN or NAS devices or RAID drives. In some specialized settings, the use of Magnetic Optical drives is warranted. With a hosted solution, no new hardware is required.
- Is confidentiality an issue?
We take client confidentially very seriously. Our clients include government entities, law firms, medical organizations, financial institutions and public utility companies. Each member of the VeBridge team understands the importance of confidentiality and has entered into a non-disclosure agreement.
- What software do we need?
There is no one-size-fits-all software package, which is why our staff conducts a discovery process prior to making a single recommendation to you or your organization. Some of the questions we ask are:
- Do you need scanning and retrieval capability?
- Do you need workflow?
- Do you have compliance issues?
- Do you have a Line-of-Business application that requires integration with your Enterprise Content Management/Document Management software?
Until we ask our questions and get the answers particular to your organization, we cannot recommend a solution. We are software agnostic. This philosophy has materially affected our overall success with our clients.
- What if we already have imaging software?
The imaging software used by the VeBridge team can export to many of the established imaging software systems. Even if your system is not one of those identified systems, we can typically work with you to set up a method to support your software.
- Can we retrieve our documents over the web?
Yes. Clients can choose to implement web-based or desktop-based retrieval, or a combination thereof. They also can choose to have VeBridge host their documents. The hosting solutions allow web-based, secure access ECM technology without having to license or support software.
- Can you move our previously-imaged documents to a new retrieval platform if needed?
Often previously imaged documents can be converted to the newly installed VeBridge software, however, this is an area that requires a review of existing systems to determine how the conversion can be achieved.
- How can we further evaluate VeBridge’s services?
An initial meeting with VeBridge will help to identify your specific workflow, and we will begin to understand areas and processes that could be improved through the use of document management and imaging. As part of your evaluation, samples of your documents can be scanned and indexed for a demonstration of the document retrieval software.
- What type of network is required?
The software solutions offered by VeBridge are supported under Novell and Microsoft NT/2000/XP operating systems. Web-based solutions are operating system independent.
- What is the format of images and indexes once delivered?
VeBridge delivers images and indexes in a variety of formats dependent on the client’s retrieval software. The native format is Group IV single-page TIFFs for black and white documents and JPGs for color documents, along with a Microsoft Access database containing index information. VeBridge also can deliver in image-only or full-text PDF and PDF/A.
- What is a Certified Document Imaging Architech?
Certified Document Imaging Architech™ (CDIA) is a technical certification provided by the Computing Technology Industry Association (CompTIA). The designation is earned when a document management professional passes a rigorous test designed by major industry vendors and technology users. The holder of a CDIA is certified to act as a consultant to organizations implementing document management technology. VeBridge supports this certification and funds study and testing for all employees.
- What is ecm certification?
The ecm Certification program is a series of certifications (ecmP, ecmS and ecmM) offered through an intensive training curriculum developed by AIIM, the Association for Information and Image Management. The levels are Professional, Specialist and Master. The designations are earned when a document management professional passes course modules and passes a rigorous test designed from global best practices among AIIM's 65,000 associate and professional members. The holder of an ecm certification is qualified to act as a consultant to organizations implementing document imaging technology. VeBridge supports these certifications and funds study and testing for all employees.
- What is a Summation Certified Trainer (SCT)?
A Summation Certified Trainer has completed intensive training provided by CT Summation and has passed a certification exam. The certification exam covers all aspects of the Summation Blaze LG and iBlaze software. The test is comprised of multiple choice and essay questions as well as hands-on problems using the software.
- What is an inData Certified Trainer?
The inData Certified Trainer has completed a rigorous boot-camp and testing process that prepares them to provide high-quality training on inData’s TrialDirector Suite software.