Outsource Services

Inceptoin Technologies has over 25 years helping organizations digitize documents on all types of media. Our experience across thousands of customers means that we can help any organization digitize records, extract key data, and initiate business processes.

AP Invoice Processing

Outsourcing your invoice processing provides many benefits. Not only does it speed up the payment approval process, it also helps reduce costs. Inception Technologies can process your incoming invoices digitizing paper received via mail and extract digital invoices from your email inbox.

Mail Room Scanning

Traditional mail handling processes are time-consuming, expensive, and wasteful. Outsourcing your mailroom can reap big rewards. Mail can be redirected to the correct person’s email address for immediate access. Organizations can also filter spam, store invoices and other important documents instantly, and improve compliance by reducing lost paper mail.

Document Shredding Services

Inception Technologies provides in house secure document destruction and shredding services using our industrial shredder. Our shredding equipment offers high capacity for shredding large volumes of material. It’s powerful enough to shred just about anything including entire files, stacks of computer forms, cardboard, tapes, and CD/DVDs.

Records Storage and Records Management

Storing digital documents is only part of the equation for some customers. Many organizations are not able to scan and shred the documents or have not become comfortable relying on digital based documents. No matter how many boxes you have, we have the facilities to accommodate.

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Our Scanning process has been developed over the years taking our vast experience not only in our own processes, but with some of our customers that have a capture solution from Inception as well. We continue to look to improve our processes and our customers benefit from each of our previous customer engagements. Our tested and proven document scanning processes includes multi step verification and QA of both data and the documents.

Transportation DocumentsOur team will come in and pick up your records right from your location. If needed the team can also provide boxes and pack up your documents for you. Documents are secured throughout the pick up process and the team does not make any intermittent stops. Our team will count the containers and verify with you how many they are taking. Security is the utmost importance, and our team knows how to protect your documents as they transport your documents to our facility.

Inventory RecordsIndustry best practices recommend that you do your own inventory of what is in your containers prior to our team picking them up. Once the Inception team picks up your containers, they are immediately checked into our production control system. Each container is inventoried and where possible validated against your manifest. Any discrepancies are immediately communicated to you upon discovery. This step provides the first in a series of quality control checks to make sure all of your documents are captured.

Document PreparationDocument prep consists of removing all staples, paperclips or fasteners from each document. Because some pages will be of various sizes Inception Technologies staff will, where appropriate, tape smaller pages to an 8 ½” x 11” piece of paper to ensure uniformity at the scanner stations. All sticky notes and other non-standard pages will be prepared and scanned unless they are blank, in which case they will be removed and discarded. This step ultimately gets the documents “Scan Ready.”

Document ScanningDocuments will be batch scanned using the latest scanning technology. These procedures involve analyzing the documents to be scanned to determine the correct threshold to yield the best image, scanning the documents, creating a PDF image and utilizing Perfect Page processing software to enhance the scanned image to assure the highest possible quality for each image.

AI & Data ExtractionOur team uses some of the more advanced software on the market today. Our capture workflow will route the documents through the Artificial Intelligence engines and utilize advanced data extraction techniques to capture all the information relative to your documents and/or business process.

Quality ControlInception Technologies personnel will review each image captured to verify image quality and data integrity. Objectives for this review include Readability, Skew, Border removal, Multi-Page feeds, and Document Separation. If any errors are found, Inception Technologies will re-scan these documents, ensuring that all pages scanned are of consistently high quality.

Deliver DocumentsOnce your documents have been processed, Inception can deliver your documents electronically on media or upload your documents into the cloud. Physical documents can be transported back to your facility if needed.

Records Retention & DestructionBased on your needs and instructions, Inception has the capability to move documents into our long term secure facility if you do not feel comfortable with destruction. Ultimately, documents can be shred based on a defined retention schedule using our secure industrial shredders.