Document Conversion

Advantage Information Management Solutions (AIMS) has been providing our clients with high volume, and even higher quality electronic document imaging service projects from paper, microfilm and microfiche since 2003. Our average staff member has more than twenty years of experience with sophisticated document scanning services, facilities management and a broad array of document imaging and data capture services. The Advantage Companies has a client portfolio that boasts numerous large scale projects consisting of engineering drawings, books and other media. We convert images and data from all types of media from commercial documents to rare books, computer files and photos.

Document Conversion

Document imaging services and document scanning services from Advantage Information Management Solutions include indexing and online document hosting. We integrate existing databases with files kept in paper, microfilm and microfiche. No service bureau can match our experience and state-of-the-art techniques. Projects include multi-million dollar conversions, onsite scanning equipment and ability, management and “on demand” information retrieval.

All phases of the document imaging process, such as preparation, document scanning, document indexing, PDF conversion, OCR/ICR, etc. are managed effectively by the experienced team at Advantage Information Management Solutions. We work closely with our clients through the entire life-cycle of the project utilizing proven project management methodologies. Our experience covers a broad range of document types. We scan items as small as credit card receipts or as large as building floor-plans. We have wide experience with difficult paper such as tissue or color copies and two-sided documents. All valuable and fragile papers are evaluated and processed to assure proper care and accurate conversion. Our large assortment of scanners, digital cameras, and other advanced imaging equipment permits us flexibility in our approach, and provides the client with the most cost effective and highest quality deliverable available.

Our successful project management and data conversion experience is backed up by outstanding references in government and almost every paper-intensive industry. For our key markets and alliances, click on the navigation tab at the top of the page. Methods range from single page processing with manual data entry to high-speed OCR / ICR, forms processing and media conversions. Our web based document hosting affords companies the ability to archive and process data on a real-time basis. Secure access is available to authorized users from any location. We fully administer our sites for backup, software and hardware upgrades, security monitoring, etc.

We do not have an “out-of-the-box” approach to digital conversions. Our experience substantiates the common sense premise that every client’s needs are somewhat different, even within the same industry, government agency and application area. As a result, every The Advantage Companies project is customized and tailored to specific client requirements. Since 2003, we have conducted many document conversions within the categories below as well as other projects such as Director’s Minutes, Catalogs, Photographs, Technical Reports, Brochures, etc.


Large Format Scanning

While it may be physically possible to guillotine or disassemble bound materials to scan using lower-cost automatic page feeding, there are important archival and legal reasons that vital documents may have to be individually handled. At Advantage we convert fragile archival documents and bound volumes with meticulous professional handling to maintain document integrity. Depending upon the condition of the documents, we scan directly to digital form or microfilm the items and then scan the film. Our services are utilized by leading libraries, archives and universities.

Laboratory Notebooks

Sewn notebooks must be kept intact in order to evidence the sequence and dates of research. Millions of dollars may be at stake if a pharmaceutical house or research laboratory is unable to demonstrate that the records have not been tampered. We typically scan notebooks with pages two-up to reduce the cost of individual page scanning.

Historical Vital Records

Older governmental records, such as Birth Records, Death Certificates, Marriage Documents, Land Records, Maps, etc. were often recorded in large permanently bound archival libers. Often, they must be scanned within the public buildings in which they reside.The Advantage Companies has worked with County officials to scan large plat books that were hand written and often the only record available.

Engineering Drawings

The Advantage Company’s scanning and conversion services for drawings include blueprints, mylars and drawings spanning “A” to “J” sizes. Although most clients request TIFF or Adobe PDF images, output is available in a variety of output formats including DWG, CALS and JEDMICS.

We scan engineering drawings at our facility in Cedar Rapids, Iowa or onsite at our client’s locations. Our large staff provides the flexibility to do large back-file conversions as well as ongoing scanning of smaller volumes of work. Indexing and file naming may just specify drawing and revision numbers or capture any data that is present on the drawings.

Data capture may include reconciliation to extracts of an existing database, use of bar-codes or manual data entry. Our least expensive approach is to securely encrypt images and send the digital data offshore for keying and key verification. Alternatively, all indexing can be done right at the client’s site or at The Advantage Companies facility.

In today’s economic environment manufacturers must increase their overall business efficiency and reduce costs in order to remain competitive. Pressures to reduce product life cycles, improve quality, enforce standards, and comply with regulations make it vital for this sector to implement a document scanning and conversion solution. The Advantage Companies can assist by converting paper-based documents such as shipping/warehouse receipts, CAD drawings, letters, standard forms, reports, and even Emails into a digital format that can be searched and retrieved.
At Advantage Records Management & Storage, confidentiality of legal records is paramount to our operations. Only authorized client staff may request documents, which are handled in accordance with pre-established retrieval methods. Depending upon where the specific document lies within the process, electronic images can be immediately transmitted to the requestor. The document might be scanned and transmitted or the original might be photocopied and sent back in physical form.
Although patient chart conversions can vary from hundreds of thousands of images to millions of images, at Advantage Information Management Solutions, we understand that EVERY page may become critical when researched. EVERY page must be as legible as the original, no pages can be omitted and the data entered to identify the patient must be accurate. These three essentials have driven our focus on document scanning and conversion quality control over the years.
The transportation industry is a fast changing, document-intensive industry. Manually processing shipping/warehouse receipts, Material Safety Data Sheets (MSDS), Driver’s Logs, copies of Commercial Drivers Licences (CDL), bill of lading, generating invoices and miscellaneous documents is a time-consuming, expensive, and inefficient process. In today’s current environment, issues such as profitability, competition, regulatory compliance, and the growing concern over rising costs must be taken into account.
Over the past decade, government agencies at all levels have been increasingly relying upon electronic document management technologies to both improve upon their work process efficiencies and to deliver services to their constituents in a faster, more effective manner. During this time, Advantage Information Solutions has been fortunate to have partnered with dozens of government agencies to provide them with document scanning and conversion services.
Educational institutions of all sizes, public and private, are burdened with more paperwork than ever before. Dealing with paper-based business processes while struggling to comply with regulations such as NCLB, FERPA and HIPAA is tough for any administrator. Converting paper and microfilm student files (e.g. attendance documents, report cards, transcripts) to secure digital files can help your organization provide instant record access from any education system.

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