Frequently Asked Questions
The following questions are most often heard from our clients. If your question is not answered below, please contact us today or call us at (321) 541-0331.
Q: How do I access my documents once they leave my office?
A: Your documents are never more than a few keystrokes or a phone call away. If your documents have already been scanned and loaded into the software of your choice you can access them through your system. If they have not been uploaded yet, just give us a call. We will be happy to pull the particular document you need, scan and email it to you shortly after your call.
Q: I don't feel comfortable parting with my paper, do I have to?
A: No, you don’t HAVE to. Keeping the paper is a personal decision but the important part of the document is the information not the actual paper. We have dealt with a lot of customers that decided they were going to keep the paper “just in case”. Eventually, without fail, all of those customers got comfortable with the digital versions and realized the paper was just taking up space and destroyed it. Interesting note : Did you know that some of the most important documents in an organized society are those that track ownership of property aka- land records; it’s extremely important to know who owns what. In Florida the Clerk of the Court is the record keeper of these documents. When an “official copy” of the document is requested it is printed from the digital file not pulled from the paper file, in fact the majority of Clerk’s destroy the paper copy immediately after scanning.
Q: Scanning is easy, why would I have someone else do it? Besides, I already have an all in one scanner, copier, fax machine (and I think it makes coffee too!). Why shouldn't I use that?
A: You are correct, scanning is not rocket science but there is more to it than most people think. The scanners that we use are commercial grade, high speed scanners. They are significantly more sensitive providing higher quality scans at a much faster speed. Most all-in-one office-hub machines can scan at speeds between 45-70 pages per minute (ppm) and are prone to mis-feed with the smallest paper shift. We run our scanners between 120-135 ppm and have an operator verifying that each and every page gets scanned properly. Speed is important but should not sacrifice quality. If you want a clear start and finish to your project rather than something that will drag on for years without an end in sight, using commercial scanners is the best route.
Q: What makes Pioneer different than the Giant companies like Steel-Hill or Records-R-Us?
A: We care. We know our customers and they know us. Our customers are not numbers they are people that are trying to find real, usable efficiencies that translate in to a increased bottom line. We pride ourselves on our ability to go above and beyond our customers’ expectations. Our turnaround time is second to none; when customers call they get a real person on the phone, not an automated message. We enjoy helping our customers customize the right solution for their individual needs. The best answer to this question is, call our current customers and ask them what they think of Pioneer.
Q: What is indexing and why do I need it?
A: Index is defined as: A list of keywords associated with a record or document, used especially as an aid in searching for information. Indexing is the data entry we do after scanning the document to capture key pieces of information. The index allows you to quickly find the exact document you are looking for. There will always be at least 1 index point but there can be several, we will assist in designing the appropriate indexing for your project.
Q: How much will it cost?
A: The cost will differ with the project but is typically done on a per document basis. We routinely set a monthly budget with customers in order to systematically work through even the biggest projects. We are happy to provide a free consultation to evaluate your project, make suggestions for improving your workflow and provide an estimate. If you decide to use our services great, if not, at least you have better understanding of the process and cost associated with going paperless.
Q: How long will it take?
A: The time frame will vary with the size of the project; however we have the capacity to significantly increase production allowing even the largest projects to be tackled with quality and speed. Typical project length is less than a month.
Q: How Experienced is Pioneer Records Management?
A: Pioneer Records Management is the new name that came with new ownership in 2008. The team and business was formerly Records Management Systems (RMS) and began operations in 1987.
Q: Where will my documents be stored and/or processed? (Will my information be shipped overseas?)
A: Pioneer Records Management does all scanning at the Sanford, FL HQ or onsite at the customer’s office. Processing and indexing also takes place at HQ. Your information will not be sent overseas or even out of state.