Legacy File Capture
The ExtractIQ Legacy File Capture Solution provides a simple and cost-effective way to capture historical files so they become more useful to your organization. Today, your legacy files are archived and spread over a variety of locations such as paper, file systems, IT applications, etc. You might already have some type of electronic library or document management system, but it does not represent the single “source of truth” for your organization. ExtractIQ will capture these legacy files and add them automatically to your existing electronic library. Alternatively, we will configure a Microsoft SharePoint Site for you free of charge and this will be used as the repository for the captured files.
ExtractIQ replaces this normally labor-intensive process to capture historical files because it uses ExtractIQ Natural Language Processing to help you. It will automatically extract metadata information from your files and use it to add these files to your existing electronic library.
Typically, when manually capturing legacy files, a subject matter expert needs to read the contents of each file to classify and assign metadata values which describe the contents. Examples might be Title, Author or Document Number. This process is cumbersome, slow and error prone. Therefore, capturing a large volume of historical files is often impractical. ExtractIQ changes this paradigm by automating the process and gives you the opportunity to leverage this historical information for competitive business advantage.
How will this help our Organization?
There are many business drivers for capturing the contents of historical files. We will work with you to understand your specific requirements and in turn, provide practical advice to quantify your expected benefits:
- Increase productivity when searching for historical information.
- Improve decision making when reference is made to empirical data.
- Reduce storage costs when legacy information is still held on paper.
- Better support of future investment decisions.
- Faster onboarding of new team members as company historical data is instantly available.
- Reduction of ongoing IT costs as legacy File Servers and IT applications can be retired.
- Improved diligence during merger and acquisition processes.
How does it work?
You provide access to your legacy files; we process them to extract the metadata and add them to your electronic library. This library might be an existing Document Management System, a cloud-based file sharing system like Google Drive or a specialist IT system. If we have not worked with your type of library before, we will add support free of charge. If you do not have an electronic library, we will organize your files into a SharePoint Library.
There are several methods available that allow us to access your files. This depends on where the files are stored today. The process is secure, reliable and will satisfy IT scrutiny.
How do you control the quality?
We perform quality assurance on the files as they are processed thus ensuring the metadata has been generated correctly. If we encounter any quality issues with your files, we will not process them but immediately identify them for remedial action before reprocessing.
How much does it cost?
Our pricing is based on a service model, you only pay per file for files that are processed. The actual price per file is based on the number of metadata fields we will be extracting from each file. When we look at your requirements, we will quote you a fixed price.
You can manage the overall cost by processing your files gradually over a period of time. We will invoice per month based on volume of files processed.
How do we get started?
Contact our Sales team to arrange an initial meeting. We will use this meeting to get to know your requirements and provide immediate feedback. If we do not think we can meet your needs, we will tell you up-front and recommend other options. If we both agree we are a good fit for your business requirements, we recommend our 5-Point Action Plan:
- Understand the different types, estimated quantity and location of your existing legacy files.
- Prioritize the existing legacy files into groups and order based on anticipated business benefit and ease of accessibility.
- Identify mandatory metadata requirements from your existing electronic library and discover optional metadata.
- Understand the mechanism we will use to receive files for processing to meet your organizational IT security constraints.
- Validate ExtractIQ processing against a sample of your files to meet the metadata requirements. Adjust, if required, and re-validate.
We look forward to hearing from you soon.