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Conversion Services

Product Support

Professional Services

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With a service bureau that delivers in many different software formats and our years of experience installing and supporting imaging systems, it makes sense that we developed a thorough understanding of how imaging systems work behind the scenes.  This foundation allowed us to help our customers get their documents out of old outdated systems and into something that could meet their needs now and in the future.

We have converted from many different systems, such as:

  • Optika FP Multi
    		•
  • OnBase
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  • Canofile
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  • LaserFiche
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  • Albacore
    		•
  • CD-COM
    		•
  • ImageAble
    		•
  • DocStar
    		•
  • SerSynergy
    		•
  • Lanier
    		•
  • Océ
    		•
  • PowerView
    		•
System Conversion

The most important thing about how we do this is that we don’t use the system software itself to do the conversion.  With our understanding of how imaging systems work, we go straight to the backend database and the document repository.   By going to the source, we’re able to ensure one to one conversion.  Every document you had in the system will be accounted for after the conversion with detailed documentation so you know it was done right.

Click here to download a PDF brochure

Our Process

Step 1:  Discovery

Before any conversion project, we start with a detailed needs analysis so we can develop a specific conversion plan.  During this discovery step, we examine:

  • The backend database structure
    • How is the metadata stored?
    • How many groups are there (HR, AP, Loans, etc.)?
    • Does it use a flat or a foldering structure?

  • The document repository
    • What are the file types (COLD, TIFF, Office, CAD, etc.)?
    • Are the files stored in a proprietary format?
    • Were annotations used?
    • Are there optical platters, CDs, DVDs?
    • What are the volumes – storage size and page count?

  • The destination system
    • How is it organized?
    • Does it have an import function?

Step 2:  Project Planning

Once we’ve done our due diligence, a project manager and development team will work together to develop a detailed scope of work.  This document will contain:

  • Description of the current system including system structure, document organization, and volumes.
  • Description of the destination system and how it is organized.
  • Mapping of data elements between the source system and the destination system
  • A project schedule
  • Critical success factors

This document is then reviewed with your team to ensure that there is total agreement on what the client will have when the project is complete and what needs to be true for the project to be a success.

Step 3:  Conversion

After plan acceptance, a project manager and conversion team are assigned to your project and the project begins.  A copy of all the metadata and documents are collected to be converted at one of our facilities.  Your system can stay up and searchable the entire time we’re working which means you’re never without your files. 

Your project manager will provide regular status reports to you detailing the progress of the conversion and highlighting upcoming events.  You’ll have one single contact you can rely on any time you have questions.

Step 4: Delivery

We always start with a sample delivery as a checkpoint to make sure everyone is on the same page and what you see is what you wanted.  The sample is reviewed with you so you know what to expect as the project continues.  When the sample is accepted, the final delivery is prepared.  Import files are sent, usually on a portable storage device so the documents can be archived in the new system.  This system can either be one that IOS installed or an existing system.

Why IOS?

Experience: IOS has over 36 years experience in content management solutions and services.  We have installed over 500 imaging systems in many different industries including manufacturing, financial services, insurance, healthcare, government, and higher education.  We have the highest ratio of CDIA’s of any reseller in United States.  This demonstrates our commitment to the industry.

Single Source:  IOS provides the entire solution for your organization - the software, hardware, professional services, support, and conversion services.  You work with one company and one point of contact for everything.

Best of Breed Solutions:  IOS represents the best products in class.  We offer multiple products and from multiple vendors, so we can recommend the best solution that meets your needs and budget. 

Highly Trained Staff:  IOS has assembled a team of expert system engineers, experienced programmers, and project managers who will guide you through each step to ensure sure your project is a success from kick off through on-going support.

For more information, contact us at psg@imagingoffice.com.