eBizDocs Scans Flood-Damaged Court Records
Scoharie County rescues three tractor-trailers of documents through remediation and digitization with help from Kodak Alaris and eBizDocs.
Tropical storm leaves damaged documents in its wake
In late August 2011, Tropical Storm Irene flooded Schoharie County in upstate New York. The Schoharie Creek rose to record levels, causing massive destruction of roads, homes, and businesses. More than 1,700 boxes of Schoharie County court documents dating back to 1795 were among the casualties. Completely inundated under five feet of water, the records were retrieved and treated with a remediation process to dry, restore, and preserve them.
When the process was complete, many of the valuable historical records were extremely fragile. The array of documents included a wide range of types, sizes and conditions. What’s more, many of the items were bound into oversized books, increasing the difficulty of handling them. Schoharie County faced an enormous challenge of digitizing all the records to preserve them for their historical value and also to meet regulatory mandates.
Gentle transport for freeze-dried documents
With three tractor-trailer loads of remediated documents ready for scanning and digitization, Schoharie County Courts and Chief Clerk F. Christian Spies turned to eBizDocs, Inc. of Albany, NY. The company provides service bureau scanning and document management solutions to a variety of clients in financial, healthcare, government and other industries, as well as selling scanners from Kodak Alaris and content management systems.
"We are very happy with the quality of digitized records and the results. In many instances the scanned documents look much better in terms of contrast and legibility than the originals. And with records dating back to the late 1700's, the quality of the originals varies greatly. When you factor in the water damage, receiving PDF's of such consistent high quality is impressive."
-F. Christian Spies
Chief Clerk, Schoharie County Courts
“Based on in-house research and experience with our existing Kodak i4200 Scanners, we knew they would be an ideal match for the unique demands of this project,” says Howard Gross, President of eBizDocs. “Their gentle transport attachment gave us confidence, and the flatbed attachment was another plus, as there were so many exception documents in this mix.”
In fact, the transport and paper feeding of the i4200 Scanner is so fragile-document-friendly that about 90% of the contents of each box of records were scanned via the feeder. With 10 workstations in place, eBizDocs’ operators spent about 20 hours per box sorting and scanning. “It was a very labor-intensive process in terms of carefully removing and determining how best to capture each document,” notes Gross.
“We really never knew exactly what was going to be in any one carton. Many were very fragile or multi-part, and sizes ranged from small cards up to 20” x 26”. Each box was an intriguing adventure: large leather binders, will books, court documents, adoption records... a tremendous variety.”
A space-saving, user-friendly solution
The compact size of the Kodak i4200 Scanners makes them desktop friendly, and Kodak Capture Pro Software provides a common, user-friendly interface for all operators.
Completed, digitized files were entered into Schoharie County and New York State proprietary database systems. Moving forward the county now has digital access and greater safeguards in place for their historic documents. eBizDocs has collaborated with Kodak Alaris for years, aiding in testing software and providing valuable input and guidance on product and service features. The company includes scanners from Kodak Alaris and Kodak Capture Pro Software in the solutions it creates and sells to end-users.
“Features of Capture Pro Software, such as reading barcodes on the fly and advanced indexing capabilities, are just two of the reasons we recommend it,” Gross says. “We’ve had excellent success with a wide range of scanners from Kodak Alaris, both in-house and those sold to customers. All their models, including desktop scanners, are very reliable with a feature set that’s outstanding and useful.”
eBizDocs Recognized as One of the "20 Most Promising Document Management Solution Providers" by CIOReview
eBizDocs, a leading provider of electronic document management services, has been recognized as one of the “20 Most Promising Document Management Solution Providers of 2015” by CIOReview.
As a selected vendor, eBizDocs meets CIOReview’s benchmark as a provider with the “capability to fulfill the burning needs for cost-effective and secure DMS solutions that leverage the promising trends in the industry.” The list was released in the special DMS edition of CIOReview magazine and on www.cioreview.com.
eBizDocs President and CEO Howard Gross launched the company 15 years ago as a scan service bureau driven by the premise, “We make finding your documents as easy as turning on your computer.” Since then, eBizDocs has expanded its core offerings to include scanner sales and service as well as a cloud hosted DMS called eBizCloud©. eBizCloud© is much more than simple file storage. It is a feature-rich document management environment with integrated workflow, secure file sharing, document retention parameters, mobile collaboration, and user access control and oversight.
The backbone of eBizCloud© is SAFE Document Management software, which was designed and developed by Cabinet, an Alabama-based solution provider. eBizDocs is a key partner in Cabinet’s Value Added Reseller (VAR) program and has been for 10 years.
"Cabinet prides itself on partnering with only the best re-sellers in the market - like eBizDocs. We are thrilled to congratulate the eBizDocs team on earning this coveted distinction."
President, Cabinet Document Management Solutions
High quality image capture is another trademark of eBizDocs’ success. For dependable scans they use award-winning technology built into every Kodak Alaris scanner. “We use Kodak Alaris scanners for our mass scanning service, and we are consistently impressed with their dependability and high quality output,” said Jason Abare, Director of Technology. “As a reseller, it makes the sales process much easier when you are also a service bureau because we can speak from experience.”
eBizDocs is a Platinum-level Kodak Alaris Partner, the highest tier in the Alaris Advantage Program, which allows them to provide clients with value-added document imaging solutions.
“We welcome eBizDocs to the Platinum tier of our Alaris Advantage Program, which confirms the highest level of partnership between Kodak Alaris and eBizDocs,” said Martin Birch, US&C Regional Business Director, Kodak Alaris Information Management. “With only a handful of our resellers qualifying for this Platinum tier, eBizDocs and Kodak Alaris are able to work closely together to provide the best solutions for our clients’ imaging needs.”
Technology aside, the bedrock of eBizDocs’ success is tight teamwork. Each member of the management team has worked for the company for 10 years.
“I’m proud to say that we have the best team in the business,” said Howard Gross. “Because we’ve worked together so well for so long, we complement each other’s strengths. And that helps us accomplish our single focus and goal – exceeding our customers’ expectation in quality, price, and performance.”
Tracy Braun, Controller at Hoffman Carwash/Jiffy Lube can attest to eBizDocs’ commitment to customers. When she began looking for a document management solution in 2005, eBizDocs proved to be a superior solution provider with greater product knowledge and a better price point than its competitors. Since then, Hoffman Carwash/Jiffy Lube has expanded its paperless accounting system across all of its Upstate New York locations. “I am very happy that we decided to go with eBizDocs. It’s turned into a great relationship. We have benefited tremendously from their expertise. Our documents are instantly accessible, and I like that they are very responsive, always just a phone call away.”