Preserving America's Documents, Data & Information

Document Scanning & Imaging
Document Indexing & Conversion
Data Entry & Data Verification
E-Commerce Solutions
Web Hosting & Web Site Design
Data Storage
Records Storage
Shredding Service
Disaster Recovery & Planning
Digital Laser Printing Color & Black & White
Collating, Stapling, Laminating & Binding
List & Database Management

Document Scanning & Imaging

Even though we have heard about the paperless office for over a decade, most businesses still have 95% of their information laying on desks or filed away in cabinets. This creates a host of problems for businesses. With the introduction of Sarbnanes-Oxley, businesses are now required to properly maintain financial records. That includes being able to retrieve them when required.

The Fair and Accurate Credit Reporting Act (FACTA) requires business to properly safeguard the personal information of employees and customers and properly destroy it. Beyond government regulations, businesses are faced with the increasing costs of storing, finding and distributing documents across multiple locations and departments. Digitizing America can help by scanning your documents.

A document scanning service will transfer your paper records into electronic copies. The electronic copies are now available to anyone with access to the document database. Any document can be quickly found using keywords. If a hard copy is required it can be printed and once used, shredded and recycled.

Document Indexing & Conversion

Most offices operate under a flood of paper documents. Employees maintain a personal archive, each office maintains another archive and then there is also an official company archive. The storage required for paper documents grows at a rate of 20-25% every year. To help meet their storage needs many companies look to off-site storage companies to store their company documents. This solves the storage problem but can be very costly depending on the size of the business. Consider just one 200 gigabyte portable hard drive. It can hold 7 million documents and costs only $200. The same storage for paper documents would be 235 4-drawer file cabinets. The cost for one cabinet alone is more than $100.

Paper documents must also be filed. And more importantly, filed correctly if they are to be easily retrieved. This job can be shared by many high cost employees or a lower cost file clerk must be hired. Since most employees don't like filing; this job is often left to pile up on the corner of the desk. With an electronic document system this function can be eliminated and employees can focus on their core responsibilities.

Once documents are filed they need to be easily accessed. Many documents are misfiled and others are simply lost. This can amount to an inconvenience to an office worker or in the case of document covered by Sarbanes-Oxley, legal liability for the company and its officers.

Another problem of paper records is the difficulty in sharing documents across locations and departments. Once a document is in an electronic format they are easily shared with anyone who has access to the company network. There is no longer a need to keep copies of frequently accessed documents in several places. Forms can now be sent via email instead of postal mail or overnight delivery for further cost savings

Data Entry & Data Verification

In today's fast paced business environment where time is money, companies are more and more looking for ways to free up their employees time to accomplish necessary tasks critical to business functioning by outsourcing all tasks and services that are not as mission critical. Digitizing America has helped businesses in this capacity for more than 30 years and data entry services are just one of our many services we offer to businesses looking for data accuracy, quick turnaround time and affordability. Whether you are conducting market research, managing a large direct mail marketing program, or simply have boxes of paper documents you need to be converted into electronic format, our dedicated staff of professionals are prepared to get the job done!

When it comes to data entry services, some companies have adjusted to the growing demand and incorporated it into their business offerings. Digitizing America however has specialized in this and other related services for more than 30 years. Our state-of-the-art data entry system was developed with efficiency and accuracy in mind and it allows us to develop applications extremely quickly. Our vast experience in this arena has provided us with the ability to quickly set up and produce jobs that requires sophisticated editing or formatting. We use proven, cost-effective methods and approaches that give consistent and accurate results in all types of data entry projects.

E-Commerce Solutions

Businesses selling on the Web often use different applications to manage inventory, sales transactions and key customer information, resulting in redundant data entry and separate, inconsistent islands of data. Digitizing America lets you run your entire ecommerce business more efficiently—including your Web store, inventory management, order fulfillment, accounting systems, and customer relationship management software.

Web Hosting & Web Site Design

In order to make the most of an online channel, companies need the tools to gather, analyze and leverage key data about their back- and front-office operations, vendors and partners, and most importantly, their customers. Digitizing America's ecommerce offering makes this possible.

• Complete Web Store Features
• Web Site Building and Hosting
• Built-in Site Analytics & Reporting
• High Touch, Low Cost Customer Self-Service
• Best-of-Class Accounting/Financials
• Superior Ecommerce Marketing Tools

Data Storage

Records Storage

Records Storage has always been considered as interesting as white paint drying. But the rise in privacy concerns and the resulting laws have made records storage a priority for every company. One misstep can cost a company its very existence. Morgan Stanley, settled with the Securities and Exchange Commission (SEC) for a record $15 million for failing to properly produce e-mails. related an investigation.

In the world of records storage you are always walking a fine line between retaining the wrong information and destroying required documents. While it would be foolish to think we can tell you the solution in a short article, there are a few things to get you started on the right track.

What is a record?
The first step in any records storage program is classifying what is a record. A record can be defined as information that is stored for a set period of time, either for regulatory, legal or  business reasons. It is easy to determine what you need for business reasons but what about  legal or regulatory reasons?

Where are all the records?
Some records, like corporate filings are easy to find. But what about all the records that employees store in their desks? It is these secondary records that prove most problematic  during litigation. Remember Erin Brokovich? She won with the help of a disgruntled employee  who failed to shred the documents in his care. The same fate hit the cigarette makers ten  years later.  Any records storage program should account for secondary records. With more records going online, e-mail and instant messages (IMs) are also subject to proper record retention guidelines. Just ask Speaker Hastert if it is important to properly manage these documents.

How long to you retain a record?
If you think your lawyer, or anybody else, is going to give you a short list of all your records retention periods, you will be waiting a long time.  Consider for a moment whom has jurisdiction over your records. Public companies have the S SEC with its myriad of reporting and retention requirements including the Sarbanes-Oxley Act.  Then you have the Department of Labor's Occupational Safety & Health Administration, the Equal Employment Opportunity Commission, the Environmental Protection Agency and the Department of Health and Human Services just to name a few regulatory agencies with different record retention requirements.

Shredding Service

Your information and materials are handled securely with integrity and discretion. Protect your business from risks such as security breaches and identity theft. Reduce your exposure to litigation. Protect your brand, reputation and pricing. Comply with all applicable laws and regulations such as Sarbanes-Oxley, HIPAA and the FACTA Disposal Rule.

Disaster Recovery & Planning

1) What is disaster recovery planning?
Disaster recovery planning is effectively the preparation of those steps that will be necessary for recovery from a disaster or other crisis situation

2) How important is the disaster recovery plan?
The plan itself is the core of the whole planning exercise, and is of critical importance. It is vital, therefore, that if you are to manage an incident successfully, the plan itself must be of the highest quality and be up to date.

3) How do I create a disaster recovery plan?
There are number of options, ranging from consultancy to software. However, probably the most common these days is the use of disaster recovery plan templates. This helps keep the exercise relatively simple.

4) Where does an SLA fit into this picture?
The service level agreement is basically a formal undertaking between yourself and the service provider. It is a mechanism used to ensure that you can have confidence in the supply of critical services and/or products.

5) How do I know the plan will work?
Testing is as important as any other aspect of business continuity and disaster recovery planning. Paper testing and scheduled practical tests should both be undertaken.

6) What is Data Recovery?
This is process of salvaging data from damaged, failed, wrecked or inaccessible storage media when it cannot be accessed through normal means.

7) What is Risk Analysis?
This is a method used to identify and assess factors that may jeopardize the smooth operation of a function or business. A range of different methodologies/approaches exist, broadly categorized as 'quantitive' and 'qualitative'.

8) What is Business Impact Analysis?
BIA is a method used to assess the financial or other loss sustained when Information System or business function is impaired or unavailable.

9) What is BS25999?
This is the new standard for Business Continuity Management.

10) What are the 7 P's?
It is sometimes suggested that successful BCM is built upon: People, Program, Processes, Performance, Providers, Premises and Profile.

Digital Laser Printing - Color & Black & White

Laser personalization for letters, forms and envelopes are a proven winner for securing your best responses. We have the equipment and know-how to produce personalized messages. Options include fan fold, roll to roll, cut sheet and duplex printing with extensive document creation.

Using Internet technology and Digital printing capabilities, Digitizing America can show you the many ways to immediately download a file and allow us to Print-On-Demand your catalogs or high volume messages.

Collating, Stapling, Laminating & Binding

Document Finishing Services

Our service doesn’t end with making copies. We also offer specialty papers, folding, stapling, collating, binding, laminating and other finishing services — perfect for your business presentations, proposals, or special projects.

Specialty Papers
We feature a variety of paper stocks and sizes to meet your document needs. We can usually provide next day delivery on custom orders.

• Resume Papers
• Cover and Index Stock
• Glossy and Photo Paper
• Colour & Bright Paper
• Labels
• Transparencies

Binding
We offer professional binding services in a variety of colours and styles. We offer clear and coloured covers and can create custom covers for your important documents. We can even customize and assemble 3-ring binders.

Laminating
Digitizing America offers laminating services in a variety of sizes and thickness. We can provide overnight lamination of large items upon request.

Document Assembly and Fulfillment
You do your business, now let us do ours. Avoid the hassle and frustration and let MBE take your copies and turn them into finished documents. We will collate, staple and bind documents to your specifications and deliver them to anywhere in the world. We deliver your business documents where they need to be - on time and on budget.

Folding
Digitizing America offers a wide variety of folding with the addition of our automatic folding machines. 6 types of folds and multiple paper sizes.

Specialty papers, folding, stapling, collating, binding, laminating and other document finishing services.

List & Database Management

Digitizing America is a leading direct marketing service provider specialization in data processing, personalization, and presorting. Computers are the backbone of any direct mail campaign, and Digitizing America has the required hardware, software and personnel to manager the most complex databases and maximize postal discounts.

Custom Software and address correction are the driving force behind our C.A.S.S. Certification and Presorting functions. Including our ability to process NCOA data.

Capabilities include:

• Zip+4 Coding

• 1^st, 2^nd , Standard^(Bulk) Class Presorting

• Product Fulfillment

• Carrier Route Coding

• Tape Processing

• Literature Fulfillment

• Database Reporting

• Genderizing

• Territorial Assigning

• Lead Tracking

• Inventory Reporting

• Database Maintenance

• Data Entry - Data Verification