About the Process
Can you help my company convert existing HR files to the UKG platform?
We do more than just converting paper into digital images, we can help you upload digital documents from share drives or other legacy systems so you can transition faster and easier to UKG Document Manager.
What types of documents can you scan?
We scan all types, sizes, and volumes of documents including HR employee files, accounts payable files, general business documents, medical records, bound books, lab books, and oversized and long documents.
What is the typical size HR archiving project you handle?
Our production facilities are designed for high volume and quick turnaround document scanning jobs. Many of our HR conversion projects are hundreds of thousands of pages coming in from multiple locations.
How long does it take to scan my documents?
Turnaround time is dependent upon the quantity of work, job specifications, and our facility production schedule. We work with you to ensure your turnaround needs are met.
What happens if all of my documents cannot leave their office at once?
We can create an ongoing pickup schedule with you for smaller shipments so scanning can be done on a rotating basis.
Where are my documents scanned?
Your clients’ documents are digitized at our SOC 2 Type 2 production facilities located across the United States.
How do my documents get to your facility?
We ask that you pack your documents in standard bankers boxes, 10” x 12” x 16”. If needed, we can ship boxes to you. We provide a short guide with detailed packing instructions to ensure documents are transported safely. We partner with FedEx and recommend their Freight Box Service.
What happens if someone needs a document while it is at your facility?
The person simply request the document(s) from their MetaSource project manager and we will securely transfer the documents within a short period of time.
How do you determine pricing?
Our pricing is based on volume and the complexity of the required archive plan.
How can I estimate how many documents we have?
On average, a vertical filing cabinet drawer holds 3,000 to 5,000 pages. A standard bankers box, 10” x 12” x 16”, holds up to 2,500 pages. Multiply the number of file drawers and boxes you have to get your estimated number of documents.
What are your quality control procedures?
Quality control processes are built into our production process from the moment your documents arrive in our facilities to final delivery of your digitized documents and data.
We use proprietary tracking software to track the status and location of every job. Detailed job specifications are signed by our clients before we start any job. Best-in-class scanners deliver high quality images (many times better than the original) and prevent double feeds. Our skilled scanning technicians conduct visual quality control checks during the scanning process and quality control technicians check scanned images for completeness and accuracy. Double key indexing ensures accuracy. Our project managers run final data and images through steps to ensure accuracy, data integrity, and completeness.
How are my documents uploaded into UKG Document Manager?
We built a custom upload utility using APIs so we can securely upload directly to your EFM site.
What do you do with the documents once they have been scanned?
We store your scanned boxes in our facility at no charge for 60 days after delivery of your data and images. After that, we can securely shred the documents and provide you with a certificate of destruction, return them, or ship them to a long-term records storage facility. Most of our clients have their documents shredded.
How can I contact you to learn more?
Call us at (888) 634-7684, email us at marketing@metasource.com, or fill out a form.