Then first, let’s understand YOU. It’s really important you understand who you are as a worker and the environment you work best in. Finding the right fit for you is the best thing you can do for the company you commit to employment. When you fit in a company, just like a puzzle piece would fit in place, you will make the company complete and whole. You will want to come into work and get stuff done. You won’t worry about the things you can’t control. You will achieve your best because you know you are valuable and necessary to the success. You will feel whole.
Here are some questions to ponder as it’s important you understand what you like and how you thrive at work so you are not caught off guard when you come to Armedia.
Do you need to work alone in a closed room or maybe share with a couple folks?
Do you have to have complete silence?
Can you work with headphones in a large shared space?
Do you need to be talking as you work?
Do you speak out loud as you think?
Do you need to listen to music or talk shows as you work?
Are you always hot and need a window open with a fan blowing on you even when it’s winter?
Do you know the type of worker you are at work?
Do you like to show up to work to grab your coffee, eat a snack and chit chat as you coast along the day?
Do you show up on time and find things to keep you busy without really getting much of your tasks complete or just enough to meet your deadlines?
Do you like to work in the shadows where folks may not notice you are present?
Do you like to come to the office by the required time and then work until you get the work done?
Do you work hard to get your work done on time and look to see how you can help the team complete all the tasks?
Do you take time to consider the project as a whole and think of ways to improve it?
Do you voice your concerns if you see a situation that may not be efficient and comment on potential improvements or just let it slip by?
Are you willing to stop what you are doing and move to another project if requested by leadership? Even if it’s not your ideal role?
Are you flexible?
Are you willing to wash dishes left in the sink by an inconsiderate co-worker if it’s your teams turn to tidy up the kitchen? WITHOUT COMPLAINING?
Knowing how you like to work is important. Being able to recognize where you fit is critical to your success, productivity, and happiness.
Now that you have thought about you, let’s look at you and Armedia as a fit.
Think about what your day will look like, think about the people you will be working alongside. Think about the Armedia environment.
To be part of Armedia’s award-winning team, you will need to work. This means hands-on work. It means being flexible to move from one project to another if asked. It means thinking, solving problems and finding answers.
It also has a major component, probably the most important component – communication. Will you communicate with team members? You will need to communicate with your coworkers and team members. Not just by email, but by picking up the phone and calling them or walking over and speaking to them. Thanking them for their help when given.
Are you willing to care about your work enough to correct it and ensure it’s right? Will you ever take personal time to look up new technologies or research information to help you in your progress?
These are a few of the really important questions that need to be answered when thinking about working at Armedia. We are a roll up your shirt sleeves group that just gets stuff done. We need other people, with great dispositions, who receive personal satisfaction from just getting things done.
Our technical teams are encouraged to collaborate in an open communication environment. They share a large space with a wall of windows and get the beauty of the afternoon sunlight. Other departments utilize shared spaces on the same 3rd floor with plenty of windows. Armedia has many available conference rooms, team rooms and private rooms to schedule time for the team and private discussion purposes.
A couple years ago we had a team member who was not honest with their self when they joined the Armedia team. They knew they were high maintenance and preferred a private office with a space heater on while running a cooling fan and a window open in the winter so they could breathe properly. They never checked if the Armedia environment would support their needs. Needless to say, the other co-workers in their space had a difficult time. In the end, the new team member left the company as they found that was the best fit for them. We have other folks that may need privacy to nurse or pray during the day and ask us up front if that is possible. We tell them it is and we have available space for them to use when needed.
Flexibility is important. Sometimes people are asked to be moved to other projects as their skills are needed. One of our senior developers told me last year about their new work. They mentioned they were not necessarily excited to do the work, but willing as it was out of their general scope. They shared how the end product will make a significant difference when produced and how that motivates them to work. This person’s flexibility helped a team to succeed.
If you are a chatty person who likes to coast through the day Armedia is not for you. Granted we have foosball, ping pong, a putting green, indoor basketball hoop, free snacks and adult beverages in the office but our folks work. We do offer Happy Hours, pot luck lunches, social events and a variety of ways to connect but the bulk of our days are spent working.
Know who you are and then consider Armedia as a place for you.
We have a rigorous interview process with assessments to be completed prior to the in-person interviews. If you make it to the in-person interview know – we know YOU have the basic skills that we need. We are now looking for ‘depth’ and ‘fit’ plus additional skills and talents you may have to add to the team. Be confident; we know you are talented and happy to meet you.
You will be interviewed by a team as we work in teams. You will meet who you will be working with daily. You will speak to us about what you have been doing in your career over the last couple years, where you want to be in the next 3-5 years. You will be asked questions by the team, we may discuss your assessment or ask you some whiteboard questions. We will allow time for you to interview us.
We believe this is the most important part of the whole interview. You learning about us, and how you fit in with us. Be prepared. Ask us questions. You need to know if this is where you want to work and why you want to work with us. Know who Armedia is and what we do. Check out our website. Read our Blog posts. Find out why our Blogs are ranked 46/50 in Most Important Must Read Blogs in the DC Metro Area. Learn about us so you know who you are interviewing and if you like what we do. Do we do what you want to do?
We are looking for consultants who live to solve problems, are natural leaders, and solid communicators. Not all our team members need to be client facing but most of them will interact with them. Utility players are great team members because they are flexible, take initiative, can work with minimal direction and are willing to do a variety of work if necessary.
Bottom Line: We look for leaders, problem solvers, folks with solid skills, continuous learners with a great attitude to get things done as it will continue Armedia’s award-winning momentum.
Now that you know more about Armedia, the question you need to answer is ‘do you meet Armedia’s requirements and do you want to work for Armedia?’
Now that your firm has decided to finally do something with all the documents in assorted boxes, file cabinets, offices, storage rooms and warehouses, you need to figure out how to really get it done. Most importantly – what is it going to cost? How long will it take?
At Armedia our approach is to give you the answers.
We recently received a request to quote nineteen, four drawer file cabinets. Our first question was – how big are the filing cabinets? The response: standard cabinets. Ok – just to be clear – standard to who, to what?
At Armedia we understand there are dozens of different sizes for 4 drawer file cabinets. They can be 12”, 24”, 36” wide or even larger. How deep are the cabinets? Some file cabinet drawers seem to go on forever when pulled open. Are the pages placed in an 8.5” x 11” letter width or are they set in a legal format? The width definitely affects the volume of documents contained inside. One Armedian first thought there would be 50,000 pages to be scanned but when asked to consider these other sizes it showed it could be up to 500,000 pages to be scanned. Size matters.
Knowing the scope up front is the first priority.
To help you know what you have in your documents we need to know:
How large or small: what is the size of your project?
An office full of cabinets
warehouse with thousands of banker boxes
combination of files, cabinets, offices, boxes, warehouse
how full are the boxes or cabinets
When do you want it done?
What is your bottom line turn around?
What is your budget?
Is the budget for one year or to cover multiple years?
Is there a fiscal deadline?
What type of documents do you have?
Fragile which require Manual scans
Documents cannot go thru a high-speed process and require extra care and effort
Non-manual which allow for High Speed
Any document that can be done quickly with little effort
Legal, letter, ledger, oversize, receipt, post it note
Type of paper documents
Secret / Top Secret
Number of boxes and file cabinets to scan
Location for items
Dimensions of boxes and cabinets
Damage to documents
How many will require repair and special attention
Age of documents
Paper younger then 10 years
Paper older then 11 years may require special attention
clips or staples
spines – can they be cut?
Will items need to be rebound after scanning?
How many of each do you have to scan?
Are there items not to be scanned mixed in with scan items that need to be sorted?
Are personal or non-essential items mixed in with files?
After reading the above questions I am sure your response is like all our other customers; a weary ‘I don’t know’.
Don’t worry – Armedia knows how to find the answers. Armedia will send over trained document assessors to review and determine the scope of your work. Our team will tag each box, cabinet and office with what they contain. You will have a visible form providing you with the answers to your project scope. A clear reminder to folks as to what is tagged to be scanned to make their work life easier and uncluttered.
We will know that your nineteen, four-drawer file cabinets contain exactly 350,000 letter size pages, bound by staples, clips, have a few sticky notes, some are double sided, paper age under 10 years and all need to be scanned within 45 days of receipt within current fiscal year. Now we can determine a fair and equitable price of your project.
Armedia also has experience in being shown into a storage room where everything needs to be scanned. Our trained team begins the process of reviewing files, tagging boxes, cabinets, and drawers to provide an exacting summary of the project.
Our team has even gone into a cluttered office to remove car tires, box up folders on the floor, organize misplaced files in boxes on shelves to take what a client thought was 5 cabinets to scan but turned out to be 112 boxes of files to be scanned. This client was amazed by the work our team did to restore their space and attain an exacting number of documents to scan.
In this specific case the Director was quite pleased we only showed the ‘after’ photos in our summary presentation as there was no way they would want their leadership to see how poorly their team had cared for their historical documents.
Armedia strives to leave places better than we find them.
A really quick way to determine the cost for your scan project is to know the total volume of items to scan. To start we need to know how many document pages are to be scanned. How many pages involved is to know the number of inches to be scanned. If we consider a brand new ream of paper, with no clips, paper issues or other concern, it holds 500 sheets of paper. If they were scanned it would be 1000 double sided scans. Do the math on your project – better yet – let Armedia come in and do it for you.
But remember extra work on documents requires extra costs. The quality of the documents and the age will affect how the items can be scanned. If we need to repair pages, cut book bindings or keep spines intact to scan, rebind items, or scan fragile documents, it require additional time which equals more money.
Don’t let the scope of your project worry you. Let Armedia understand your answers to the above questions as we will be able to provide an excellent price for you to get your job done right, on time and within budget. We can discuss pricing per page, file, box, or space. We want to understand your plan and will work with you and your team to meet the objectives.
Lots of places offer lots of services. Armedia document scanning and digitization does one thing well. Production scanning to help offices quickly reduce their physical files into manageable electronic files.
This means we scan large volumes of documents. Whether they are fragile / manual or non-manual / high speed. We have scanned over 10 million documents with over 8 million aged and fragile documents. We have taken extra care to ensure every page and all content is clearly visible, readable and accounted. We can offer these services to be at a client site or at our secure site.
Does your office have tons of files that need to be converted to a working electronic file like PDF or TIFF? Do you pay hefty storage fees on boxes of documents and then another fee to borrow the box to view the contents and then return the box to storage?
Please know that Armedia can save you time and money by removing your documents from their rented storage space, scanning them, ensuring through quality control all pages were properly scanned and then with your direction have them securely destroyed or returned. Once they are scanned and not destroyed but returned to their rented spaces, no longer will there be a frequent need to move them in and out of their rented spaces as the electronic file will provide the same information in a much easier and accessible, searchable format.
Armedia recently completed scanning eight departments at one Federal agency in one fiscal year. Our services allowed the Agency to consolidate space by destroying the documents and then the ease of working with digital files. Employees were relieved to see their files were quickly accessible to use and share. Historical documents were captured and no longer aging from the elements. Content was safely captured for future use and reference. Fear of light, air or insects destroying files is no longer an issue to them.
One protective agency librarian did not want us to touch their fragile documents for fear of harming them. With much trepidation and resistance, they released their files to us. As soon as we returned their documents they commented with much surprise and happy relief.
‘Wow, all I can say is wow! I can’t believe how all my files are now safely captured and available to use. I have been so protective of them for years. For years, I have been very strict in sharing these severely fragile documents and books. Now they are accessible to everyone to read. Wow, thank you. You just made my job so much easier. What a relief. Thank you’.
Armedia has invested in high quality scanners to ensure quality production and viewing of digitized documents. We have fragile scanners and flatbed scanners. The flatbed scanners include ‘Advanced Triple Ultrasonic Double Feed Detection with Intelligent MultiFeed Function (iMFF) and retain image feature’. In layman terms; when a document enters the machine it will hear if a page starts to scrunch and immediately stop. Protecting the document from potential shredding in the machine. It will also protect against multi feeds and maintain image quality.
Our scan team members clean their machines several times a day to avoid streaking on documents from build up of dirt and grime. Aged documents with onion skin paper leaves a residue on the equipment requiring much more frequent cleaning between scans. Running large volumes of onion skin paper through scanners will often leave lines or streaks on the final scans. Which may block text and require rescanning. It’s very important to us to frequently clean the equipment to avoid these issues.
Armedia team members monitor daily all the working scanner parts to ensure top performance. Parts are replaced frequently to ensure accuracy.
Pages flow quickly thru a scanner when the wheels are properly working. Worn scanner wheels often pull multiple sheets thru at one time allowing for misfeeds and worse – pages not scanned. Only thru an accurate quality control process will missing pages be found.
Armedia quality control is at both the scan level at time of scan and then by our QC team post scan. Our scanner technicians review pages prior to scan, they count the pages to know the actual scan count. After the scan they confirm page count, review scans to ensure quality of each image and see if anything on page is missed during scan from a folded page, page overlap or dust. We then take an extra step with a trained Quality Control person reviewing all the files against the physical documents to ensure all pages are present, clearly visible, no items are missed in scan and no damage occurred.
Every page is counted prior to scanning. We know the number of pages that should be scanned. We verify the scanned page count once scanning is completed. We also recommend scanning both sides of the page every time to ensure 100% accuracy of no missed pages. Blank pages can be removed after the scan or at the time of scan but risk of items missing is possible. As people write lightly or in pencil on pages those items can be missed depending on the scanner quality setting. We recommend 300 dpi as the standard setting.
How often have you taken a document you are using to turn it over and write notes on the back of the page? We see it all the time. We understand the value of these notes and know they need to be scanned. Nothing worse then going through scanned pages looking for a specific item to realize you wrote it on the back of a page and the back was not scanned. Bummer. Capture all your data, including what Is on the back.
A blank page tells the story; nothing was written, nothing is missed.
We track all files and pages depending on how we receive your document meta data. If we receive names of all documents prior to scanning we will use that list to track files through our workflow. If we have to create your meta data at time of scan we will do that as well. At anytime we can find a file and let you know the status.
If you urgently need a file or document we can retrieve it for you and return to you within 24 hours via scan or physical delivery. Sooner if it is vital. We are here to help you keep your business running while you update your processes.
Trust Armedia, we are here to help you achieve your goals for you document scanning & digitization.
How important is a name? Would you believe it holds all the answers?
Names are important and, in some cases, critical. Think about the last time you went to the hospital and walked thru a door there – would it matter if you walked in ER or the Contamination unit doors?
Many of our client’s documents are critical to the success of their business. We have had a client whose business is in defending people. If a document page were to be missed in scanning or misfiled / mis-named a person’s life would be placed in jeopardy.
This becomes an enormous task when an office is trying to convert all their paper files to electronic files without an ECM solution. Quite often the physical file folders have a name with a bunch of documents shoved or stuffed inside it. When time comes to scan the documents, a decision needs to be made prior to scanning on whether everything in the file folder is scanned as one document or if everything is scanned separately or if it is even scanned. If it’s all to be scanned as one document, then it will often be named after the file folder. If the documents are to be individual, stand-alone documents within the folder then things can get tricky.
For example, we have a file folder called WIS Greens. First question is what is WIS? What is Greens? Is it short for any of a million possibilities? Turns out it is for Wisconsin Golf Course Greens. One would have thought WI would have been the postal abbreviation and that Golf Course would be with the word Green in the document name. These additions would have made things quite easy to quickly understand the file name. Inside the WIS Greens folder is printed copies of 16 emails plus other documents with one ‘Letter from Betty’. At first glance you will see that the physical files have five of the emails with the same Subject line. The other email documents have a similar subject line with maybe a slight variation in Subject line. How does one determine the name?
This client wanted all the emails scanned separately and named differently. (A bit tricky if the contents are similar) My recommendation would have been to put all the printed emails in one PDF as they ultimately discuss the same topic or at least break them into similar documents but in no way would I want them split up into 16 individual files. Especially since each email has the entire thread of email history which now creates unnecessary duplication or possible confusion in sorting the difference between the documents.
Armedia works with our customers to determine the best solution for them. Quite often the best solution for our clients is to give us their files to scan and then we return the physical files to them along with the digitized files. This sounds easy for the client, right?
Well it is easy for the client. Our goal at Armedia is to make it easy for our clients to safely, securely and successfully have their documents scanned. Either at their office or ours.
Easy naming tips:
Do not use any PII to name files. Social security numbers should never be used to name a document as that is private and confidential information.
The same goes for using a person’s name to name a document as some names may be duplicated in a variety of ways which would cause extensive confusion, especially if several people have the same name.
If your files are tracked by an identification number, employee ID or patient number, use that number to name the documents.
If you track by states, please use the two letter US Postal abbreviations when naming.You may laugh at the thought but many of the files we see were named prior to those codes being established. Let’s update now.
Select a simple and short name that identifies what the file contains for easy reference with subfiles when necessary.
When using years be sure to put whole four year number in as these documents age the year will not be misunderstood. An example: Is ’17 referring to 2017, 1917, 1717 or any other year? Avoid a hassle down the road with additional research being required in the future and use the whole year now.
Create electronic file cabinets to manage your files. Better yet let Armedia provide you with a document management system. Check out www.ArkCase.com. Until then, here is a simple sample file format showing a file name, followed by a sub file name followed by an actual file name of the scanned document:
Keep related files together when possible:
WI Golf Course Greens (no longer WIS Greens is the file folder name)
2013 Course Design (sub folder name)
Landscape Notes (actual file name)
Water Report (actual file name)
2015 Land Survey Emails (sub folder name)
Dislikes Course (actual file name)
Objects to Survey (actual file name)
Encourages More Advancements (actual file name)
Letters (sub folder name)
1987 Survey (actual file name)
Quite often businesses use number with their file systems and they would be carried out in a folder and sub folder system as well in the above example.
For our partnership to work well its critical that we take time up front to think about how one wants to access the digitized documents. Whether permissions to access needs to be established based on departments or authority to view in part or whole. Armedia takes the time to clearly understand the end game.
We consistently hear ‘tell me what you want to achieve, and I will tell you how we can make it happen’ by our president James Bailey. It’s a great reminder for problem solvers to understand the end results first.
Taking time to think about the document name will provide the first steps to all the other required answers in digitizing all your files. Ultimately making your life easier, saving you money and decluttering the office storage locations. Tell us what you want to achieve, and we will get it done on time and within budget.
Trust Armedia with your physical documents. Over the last decade Armedia has safely, securely and successfully scanned over 10 million documents at 99.99% accuracy. Armedia offers a clean, safe and security cleared facility to safely care and maintain your documents during their digital conversion process.
Our goal at Armedia is to make it easy for our clients to safely, securely and successfully have their documents scanned. Either at their office or ours. Clients do not need to worry about having the resources in house to do it them self.
Armedia is proud of their scanning work.
Armedia was recently recognized by a leading scanning manufacturer’s Regional Account Manager who toured the Armedia scanning operations. He told us:
‘We were really impressed with the set up that you put together. The different stations between doc prep, scanning and QC are crucial to any successful scanning business and you guys definitely have the proper plan in place. We see a lot of production scanning environments and this was one of the cleanest, most planned out operations that we have ever-seen.’
Armedia Removes Worries About the Most Valuable Part of Your ECM – Your Content
We understand the importance of your documents as well as the need for document privacy. Our digitization team members pass extensive background and drug screenings. Sign non-disclosure documents. Qualify for Public Trust or higher clearances.
The digitization teams’ efforts have helped to save time and money by creating electronic files and placing them in the different client Electronic Content Management systems where they can quickly search and access documents. Check out www.ArkCase.comfor an example.
ECM systems make client files easy to access and searchable by their team members within approved permission levels, reducing the time they spend managing documents and looking for items or getting them across the globe in a timely or urgent manner.
Attorneys mention how they love the convenience of all the case files notes being in one space. With notes and documents being of varied sizes it used to be easy to lose or miss a page. Now they have them contained inside one document. They are also able to search by words, extract specific pages and quickly email to a judge or colleague when necessary.
‘It is so convenient to answer a judge’s request by quickly searching the system for the files by specific terms, finding the documents and quickly making a copy of the pertinent documents and emailing them right back to the waiting judge. Compared to not too long ago we had to go to the file storage room, make a request for files, wait for the box to arrive or be delivered. Then take the box of files to carefully and slowly finger through the pages or even turn it upside down on a conference table to sort through and search for the specific items. Judicial decisions are made much faster by the quick access to these electronic files’, commented an attorney in the VA.
Armedia has several levels of effort to help care for documents. We will do what it takes to help you achieve your goals while protecting your documents. Armedia will inventory, box, label and transport documents to our secure offices or set up at your office. We will then prep the documents for scanning, digitize the documents, preform quality control, and return the physical documents. Depending on your goals we can add the digitized files to your platform for easy access with search-ability functionality and availability in an existing or new system.