Document Data Capture and Indexing Services

Having the right information at the right time is vital for organizations and decision makers. Processing, capturing and digitizing documents is a tedious process. Document data capture and indexing services can acquire data from paper documents, forms, business mail, microfilm, photographs and more, converting them into easily retrievable digital files.

Electronic data capture (EDC) ensures efficient access and retrieval of your organization’s important data. A searchable database of indexed information can enhance productivity by finding essential data with the help of OCR (optical character recognition) or ICR (intelligent character recognition) technology.

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Document imaging, indexing and data capture solutions acquire data from paper documents, forms, business mail, microfilm, photographs, and more, converting them into electronic format.

Why Document Indexing Is Important For Businesses

When you outsource your document indexing to Didlake Imaging, we will help you sort, categorize and store your important records. Capturing and indexing your data enables you to retrieve information from tagged files on demand.

Our scanning and indexing services provide businesses with state-of-the-art data archiving technology. We render exceptional scanned documents in simplex and duplex formats, leveraged with a variety of high-tech scanning devices.

Our indexing service compiles your data in a logical structure so you can easily locate information from anywhere.

Benefits of Indexed Documents

  • Accurate & Easily Accessible Data
  • Scalable With the Growth of Your Business
  • World Class Privacy & Security Technology
  • Cost-effective Data Back-Ups & Duplications
  • Easy integration to Document and Content Management Systems

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How Our Data Capture System Works

Didlake Imaging has the capability to index a wide range of images, documents and files. We offer customizable data indexing and capturing services that fit the specific needs of your organization. We can extract essential information such as keywords, document numbers, titles, invoice numbers or any other field that is a pain point for operations.

Step #1: Paper to Digital Conversion

Our data capture system extracts important information through document imaging. We convert paper documents into digital images in various file formats and process them at our secure facility. Once documents are scanned, they can be further processed and stored in an archived digital database.

Step #2: Structuring Unstructured Data During Document Scanning

When we start to process your scanned documents, we capture pertinent metadata. Our data structure helps you improve the speed of your data retrieval process by turning unstructured data into structured data.

We enter and digitize data from unstructured forms, invoices, receipts and other records. Digital files are made searchable through OCR and ICR. Quick location of data keeps your employees from wasting time searching complete databases for one simple file.

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Transforming Paper Documents into Digital Information Assets

Our document scanning and indexing service transforms digital information assets into a trackable and organized database. Our team is compliant with industry security standards to keep your archive secure. When combined with a document management system, you can then cross-reference and map your documents to maintain a compliant document retention policy.

Content is consistently indexed, allowing you to organize documents with a wide range of metadata including:

  • File type
  • Account and policy numbers
  • Record retention periods
  • Dates
  • Names
  • Department
  • Service
  • Products
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Features & Benefits

An Eco-Friendly Solution

An Eco-Friendly Solution

Our scanning experts process physical documents to digital formats by manually scanning paper files at our secure in-house facilities located in Manassas, Virginia.

Quick Search & Retrieval

Quick Search & Retrieval

Optical character recognition (OCR) converts the contents of your documents into searchable digital files. Digital access allows for better collaboration amongst colleagues and provides search capabilities within documents by text or index. Your workers can spend more time working and less time searching with increased efficiency and document control.

Private & Secure

Private & Secure

Keeping your information confidential is our top priority. Our staff is dedicated to keeping your data protected. Our team is Health Insurance Portability and Accountability Act (HIPAA) and National Archives and Records Administration (NARA) compliant, managing your paper mail in one location to standardize your process and reduce the risk of noncompliance with organizational and federal policies.

The Didlake Difference

The Didlake Difference

When you scan with Didlake Imaging, you make a difference. We provide people with disabilities enriching employment opportunities that integrate them into the workforce and our communities.

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Service Solutions

Document Preparation Services
Separate files, remove staples and paper clips, fix tears and dog ears, and secure sticky notes and loose papers.

 

Document Scanning Services
Physical files are directly scanned to digitally indexed files stored on a secure server.

 

Optical Character Recognition
Provides you full searching capability of digital documents.

 

Forms Processing
Turn your information captured on forms into usable data.

Back-File Document Conversion
Scan and index existing documents, microfilm and microfiche to a searchable digital archive.

 

Day-Forward Document Scanning
Scan, index, and store new documents as a part of your normal business workflow.

 

Cloud Storage Solutions
Store files in secure cloud storage. We deliver your scanned documents to you through Microsoft Azure’s secure cloud. Other delivery options include flash drive storage, external hard drives, and optical media (DVDs.)

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See What Our Clients Have To Say

Didlake did a great job of scanning our documents and was great to work with. They were very willing to correct any issues I found and quickly turned around the corrected scans. It was wonderful to support such a worthwhile organization!
Cathy Centra
Didlake Document Imaging was professional and courteous, provided excellent service at a very affordable price. I highly recommend them.
David Bland
From start to finish we were impressed by the professionalism, service, and high quality of work on our project to completely digitize our paper records. We highly recommend Didlake.
EL Admin
5 Star review!
Ryan Herrick
I've worked with Didlake twice and would happily work with them again. The entire Didlake team makes the process as smooth and easy as possible. I've shut down 2 offices over the last few years and Didlake was fantastic in picking up my files, scanning and disposing of them, and getting me a flashdrive of my documents. The files were labelled and orderly. I really couldn't ask for more and will use them again should ...
Brian Smith
"I needed to have a few old newspapers scanned that were too large to scan at home, so I discovered Didlake Imaging, and they did a wonderful job. Everyone I dealt with was just as nice as could be, and I especially like the fact that they are committed to hiring people with disabilities. I am a strong believer in supporting local businesses, and you couldn't find a better one than this to support. I ...
Christine Baker
"Excellent service! I live nearby so I dropped off my photos and the team was clear about timelines and pricing. It's great to have the photos accessible now to share with other family members."
Luisa Pearson
"Looking for great service and friendly people, Didlake is the place to go for any imaging service request. They completed our scan job fast and efficiently. They checked in along the way to make sure we were satisfied with the work being done. Amazing customer service and we will definitely return again."
Awura-Adzua Phillips
"We hired DDI to take on the mammoth task of digitizing some donor files. They were communicative from quote to completion, arrived on time for pick up and drop off, and communicated monthly around the scope of work being completed and showed samples. I have had a couple of occasions to find myself looking at digitized files and have found it straightforward to access the data. While I don't foresee any large scale digitization needs ...
Christina McNamee
"Highly recommend Didlake for digitizing, storage and shredding services; they were extremely easy to work with and highly responsive. Will use them again for future needs."
Kim Thompson
"Didlake is an all around fantastic company. I utilized their image scanning services for a personal project and they could not have been more accommodating and kind to me. From my interactions with the staff at the Manassas location I truly believe that Didlake is a company that cares about their customers, their employees, and their services. I was incredibly pleased with the quality of the photo scans and quick turnaround time. Their pricing for ...
Savannah BurnsLeo Rising Communications
"Very reliable and responsive. Helped with all my scanning needs. Would 100% work with them again. Great people and great mission!"
Cole BradshawGoodProjects
"Tremendous value for cost and high quality services. Would highly recommend to others."
Zach CahalanTruck Safety Coalition
"Didlake did an excellent job processing my digital records for River Creek OA. They were thorough, professional and an all around a pleasure to work with. Their quote was fair and accurate. They did not bait and switch like the prior company we tried to work with. A class act!"
Brittanie DavisRiver Creek HOA
"Very pleasant and personable. Explained everything to me and had answers to all of my questions. The team was very enjoyable and easy to work with to complete our task."
Anthony WisniewskiNational LGBT Chamber of Commerce (NGLCC)
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Process and Retrieve Information With Ease