We follow a general document management process for our clients to ensure consistency, effective communication, quality assurance, and process improvement. Our services are designed to eliminate complexity, speed execution, and contain costs.

• Pick-up and Delivery. Once a scanning schedule has been agreed upon by our client, GTBS will pickup files from their present location and transport them to our secure location (unless work is to be performed elsewhere, such as client site). Strict inventory procedures are followed during pick-up and delivery, including performing a verification of document conditions upon pickup.
  
  
• Project Plan. Once requirements are clearly defined, our Project Manager develops a project plan that distinguishes key details such as project due date, priorities, file naming conventions, timing, scanning methods, document indexing, file format, media, etc. The Project Manager will provide the project plan to our client in Microsoft Word and/or Project format.
  
  
• Inventory. For maximum security, documents are inventoried four times throughout the process. When GTBS picks up the files from the client, they are inventoried against a manifest before they are transported. Documents are inventoried again upon arriving at GTBS's scanning site. After scanning is complete and documents are ready to be returned to our client, we inventory them against the manifest before loading them in the transport vehicle. We inventory the documents again with a client employee upon arriving at the client's site to return the documents. GTBS uses the information gathered during inventories to populate a Tracking Log. Information in the Tracking Log is available to designated customer personnel at all times. The information gathered during inventories includes a list of documents to be scanned, number of pages, condition of pages, and notes of missing pages. Any noted deficiencies are reported to the Project Manager and quality assurance specialist for resolution and reporting to the client.
  
  
• Document Preparation. Documents are sent to a document preparation station where the preparation specialist begins the process of preparing the documents for scanning whether they are loose, bound, folded or gathered. This step involves the careful removal of staples, paper clips, and rubber bands and the unfolding of documents as well as a determination of the best scanning method depending on the size and condition of each document or artifact.
  
  
• Scanning. Once documents and/or artifacts are deemed suitable for scanning and the appropriate scanning method is determined, they are moved to the scanning station(s). Scanner operators proceed to scan documents at the pre-specified resolution. During scanning, our scanning operators also verify the quality of images and confirm that all documents are being captured while documents are scanned.
  
  
• Indexing. Scanned documents / images are moved to an indexing station where an indexing specialist indexes documents according to the specifications in the project plan. While indexing, the operator is also verifying the quality of the documents and noting any concerns in scanned images. After index completion, the indexing operator provides any of the written concerns to the quality assurance specialist.
  
  
• Quality Assurance. After documents have been indexed, they are sent to a quality control station where a quality control specialist reviews every scanned image to determine the quality acceptability and verify document indexes. At this stage, quality control specialists determine if documents are deemed acceptable or unacceptable. All documents deemed unacceptable are given to the Project Manager who reviews the work and determines if the poor quality of the images is due to scanner operator error or whether it is due to the quality of the original documentation. Any work deemed unacceptable due to operator error is sent back to the scan station for rescanning. The rescanned work will once again undergo all of the necessary verification steps to ensure image and index quality. In the rare case when an issue cannot be corrected, the Project Manager documents the issue in a discrepancy report which is provided directly to the client.
  
  
• Post-scanning Document Handling. After all scanning and quality assurance activities are complete, documents are re-gathered (i.e., stapled, clipped, folded) and returned to their containers in the exact order in which they were placed by the client. Media (i.e., CDs or DVDs) of the digitized files are labeled according to the pre-determined specifications and are carefully packaged for delivery to the client.
  
  
• Reporting Requirements. Our Project Manager meets regularly with our clients to discuss the progress of all projects and provides our clients with hard-copy and electronic copy (.doc and .mpp) status reports at this time. Our Project Manager also provides discrepancy reports to our clients and discusses mitigation strategies to resolve the issues when necessary.

Digital Imaging

GTBS unlocks the true value of the information contained in your files. The benefits gained from our scanning services result in increased productivity and performance. Our clients realize tangible benefits that reduce their total document management expense while optimizing their business processes.

Digital Imaging Services: Our open platform environment allows GTBS to image any medium to generate the output your business requires.

• Paper to Digital File: GTBS uses high-resolution scanners to convert your original documents to indexed electronic files in the format you determine. You can specify single or multiple output formats.
  
• Microfilm to Digital File: We seamlessly create a mirrored electronic image of existing microfilm, microfiche, or aperture cards, improving your access speed and choice of output options.
  
• Digital File to Microfilm: GTBS has the technology to convert your electronic images to microfilm, microfiche, or aperture cards for security and archival purposes.

Microfilm Services:

• Filming: Our 16mm and 35mm cameras can produce film from check sized documents to the largest maps and drawings. All micrographic formats are available: roll film, cartridges, jackets, and aperture cards.
  
• Film Processing: Film created in our shop, as well as customer created film, is processed in our lab to archival standards. GTBS offers complete lab services, including silver and diazo roll film duplication in both 16mm and 35mm. Silver duplicates can also be produced in positive or negative polarities.
  
• Indexing: Our filming process includes indexing within your current nomenclature, keeping your document control strategy intact.