Frequently Asked Questions
At USArchive there are a few terms and ideas that seem a lot more complicated than they really are. We want everyone to be on the same page, so let’s start at the beginning…
What are the benefits of having my documents/microfilm scanned to digital images?
Digital imaging results in many significant benefits to the end user community. A single 120GB drive will hold up to 2.4 million pages of information, or approximately the equivalent of 300 four-drawer file cabinets which consume over 3500’ square feet of space which can be freed up for more productive use. Drives can be replicated and backed up which avoids the risk and exposure of paper (and microfilm) documents. Retrieval is efficient and can be done from your workstation without the need to access or physically manage paper. Images do not degrade over time, in contrast to the paper hardcopy or microfilm record.
So to recap:
- Documents are easily searchable
- Documents can be Located Quickly
- Physical storage space is reduced
- Documents are protected from fires, floods, time, etc
- Reduces administrative costs – searching for documents is time consuming the old way
- Secure Archiving
- Electronic Data can be easily linked with software solutions such as CRM systems, SAP, etc
And many more (Back to Top)
Why should I choose USArchive?
We won’t be happy with a completed job unless you’re happy with it. And as a good community citizen, USArchive actively employs people with disabilities.(Back to Top)
What does USArchive do with my documents?
We send them through scanners and in many cases, we can perform Optical Character recognition (OCR) on them to create an index of all the content. (Back to Top)
Can I destroy the documents after they are scanned?
The precedent for scanning and shredding documents has been set, and imaging is a mature and proven technology. However, be sure to have in-house or outside legal counsel examine this issue before deciding to destroy your documents. There are certain instances where documents must be kept in original format for the life of the document which will vary depending on the retention schedule of each document type. (Back to Top)
Do you scan microfilm?
Yes, we have a high-speed microfilm scanner that can scan both 16mm and 35mm film. It scans the film and captures the images digitally. (Back to Top)
In what format do the scanned files end up?
Electronic images can either be in a PDF or a Group IV TIFF format. Both formats are industry standard and will result in high quality, highly legible images which are 100% reproductions of the original document. (Back to Top)
How can I find the digital documents easily once they’ve been scanned?
Digital images and documents are Windows-compatible and can be viewed on any Windows-compatible PC through either a local network connection or over the web using an internet browser in a thin client configuration (Back to Top)
Once scanned, are the images safe and secure?
Document security is maintained throughout the scanning and conversion process. Document images are assigned specific security classes which will prevent any unauthorized end user(s) from accessing those documents. In addition, audit trails are included in industry standard solutions which allow supervisors and security personnel to review which individuals accessed each specific document at what time and for what purpose or action. (Back to Top)
Will a scanned document still hold up in court?
It depends on the retention schedule of each document. Consult a legal professional for your specific needs. (Back to Top)
What is “Document Imaging?”
“Document Imaging” is the process in which physical documents are scanned and converted into digital files that can be easily accessed from CD, DVD, or over the internet. (Back to Top)
How long does the process take?
The paper and microfilm conversion process can be converted to digital images in a relatively short period of time. For example, a job with 40 to 50 boxes of files can be prepped and scanned in a week or so. If you have concerns about access to your documents or film during this time, that’s not a problem. With a simple call to our Production Manager, the documents or film images can be scanned and sent to you on the internet, often within an hour or so. (Back to Top)
What is “Imagine University”?
Imagine University is a 3 day class for representatives of nonprofit organizations around
the county who want to enter the document imaging/document management line of business.
The goal of the course is to give the attending nonprofit organizations the tools and
expertise required to enable them to begin producing in this line of business. Core curriculum
includes a 2 hour “Imaging 101” class, rotations through production stations (document prep,
scanning, indexing, etc), related software, hardware and equipment requirements, forms and
procedures, target industries, sales techniques, etc. (Back to Top)
What is “Digital Mail”?
The Digital Mail Toolbox allows subscribers to receive their “snail mail” over the internet,
24/7. It’s an attractive alternative for business people who travel frequently, are remote, or
who are concerned about security issues with mail. The Digital Mail Toolbox provider will scan
your mail and post it on a secure, hosted website. (Back to Top)
How can I find the cost of conversion to digital?
Call us or send us an email, and a member of our sales group will respond with a price and time estimate – no obligation, of course. (Back to Top)
Is the implementation of a document management system costly and time-consuming?
When considering the time saved through ease of search ability and speed of retrieving documents, the cost of a document management system is not expensive. Countless minutes and hours are spent by organizations, searching for physical documents when a document management system could retrieve the necessary images within a few seconds, 24/7 (Back to Top)
I live outside of WA state, what can you do for me?
Our reach is much farther than Washington state, where we’re based. We’ve performed jobs for organizations in other parts of the country and we have the capability required to complete jobs well outside of our local area. We also have nonprofit partners, providing the same services we provide throughout the U.S., who can assist us if the job’s not practical for us because of distance. (Back to Top)