We specialize in scanning paper documents and transforming the content into clean, reliable, digital data.

Data Prep

Data Prep

Clean, organized data is critical; it directly influences your accuracy, performance, and decision-making.

COLLECT | CLEAN | TRANSFORM

Our three-step data preparation method transforms paper documents into clean and reliable digital files whose streamlined content you may use in any manner you see fit.

1 – Collect Data

Data is pulled from scanned documents, spreadsheets, databases, APIs, websites, etc. Colletcted data must be relevant or it can lead to poor model performance.

2 – Clean Data

Missing values, outlier data points, and inconsistencies are eliminated through customized rules.

3 – Transform Data

Cleaned data is converted into formats suitable for AI algorithms and content management systems. Transforming your data is crucial because it directly impacts how well models function.

Harness Data

The cleansed, streamlined, data is ready to be used however needed.

AI   |   Machine Learning   |   Business Intelligence   |   Decision-making   |   Analytics   |   Data Storage | Research

1 – Collect Data

Data is pulled from scanned documents, spreadsheets, databases, APIs, websites, etc. Colletcted data must be relevant or it can lead to poor model performance.

2 – Clean Data

Missing values, outlier data points, and inconsistencies are eliminated through customized rules.

3 – Transform Data

Cleaned data is converted into formats suitable for AI algorithms and content management systems. Transforming your data is crucial because it directly impacts how well models function.

Harness Data

The cleansed, streamlined, data is ready to be used however needed.

AI   |   Machine Learning   |   Business Intelligence   |   Decision-making   |   Analytics   |   Data Storage | Research

Scanning

Scanning

Streamline projects by converting paper prints into easy-to-manage digital documents ready for archiving and AI.

ARCHITECTS  :  ENGINEERS  :  PROJECT MANAGERS

For those who use blueprints on a daily basis, digital access to prints is crucial; they become easier to view, share, print, archive, and you no longer have to worry about them becoming damaged, lost, or taking up valuable office space.

Documents may be of any length up to 44 in. wide with various thickness. Larger prints are photographed and retouched as needed.

Our process balances readability with minimal file size for viewing on various screen dimensions.

Our optics training and advanced software bring out details lost to the human eye, often creating digital files that are more readable than their paper counterparts.

Conversion from paper to a digitally readable file transforms your data into actionable information, ready for intelligent document processing.

Our techniques salvage even the most curled, ragged, or torn prints using experience gained through over 500,000 sheet feeds.

All scans are saved to a fireproof and waterproof NAS with files copied to two separate hard drives for redundancy. If you choose to utilize our digital file management solution, files are also uploaded to the cloud.

We scan on-site or remotely depending on your security and space requirements.

All blueprint files are saved to multi-page PDF which allows the greatest file management flexibility. Prints requiring higher quality are saved without compression in any pixel-based format requested.

Services

Review of objectives and requirements with team leader(s) and your existing IT personnel

Document transportation (option)

Setup and teardown of all equipment

On- or off-site scanning

Files backed up to the cloud and/or (2) different hard drives in a fireproof / waterproof NAS device

Safe document destruction (option)

Seattle Municipal Archives, CC BY 2.0, via Wikimedia Commons

Content Management

Content Management

Delivering custom, AI-compliant, content management systems for organizations with mission-critical projects.

HEALTHCARE  :  GOVERNMENT  :  CONSTRUCTION  :  PRIVATE SECTOR

With over three decades of information architecture experience, HotWhite Creative designs clear and concise pathways for managing enterprise-wide digital file access. Our clients benefit from specialized search filters that garner quick and accurate results, saving more than just money when emergencies arise. Maximize ROI by supplying your employees with the tools they need to quickly access the exact files needed while protecting your information from loss, damage, and unauthorized access.

We study your business and design a logical structure for your digital library, defining appropriate metadata tags for each set of documents.

Consistent naming conventions are established for your documents to aid in search and ensure uniformity.

We define and employ managed metadata tags to capture specific information about each document. The metadata defines the search capabilities making it easy for all employees to find what their looking for.

Search features are configured to enable fast and accurate document discovery, ensuring that the search indexes are regularly updated and optimized for results.

Artificial intelligence is here! Digital files, coupled with our metadata management, empower your documents beyond their initial scope.

End-user training and documentation about the document management processes is provided, including how to access, save, search, print, and retrieve documents.

Standardized templates are developed that include predefined metadata fields. This helps guide users during future document upload and ensures important information is captured consistently.

You may opt to enable versioning to track document changes over time. This allows users to revert to previous versions if needed and help maintain document history.

Security permissions are established for authorized personnel to manage on-site and remote document access ensuring confidentiality and compliance.

HotWhite Creative provides numerous options to keep your digital and/or scanned archive up to date.

Changing business requirements needs can be addressed through updates to the content management system.

Services

Review objectives with team leader

Technical discussions with IT

Establish information hierarchy, naming conventions, metadata/search capabilities, and security/permissions

Upload files to new or existing content management site

Software training

Custom PDF user guide

Additional future document management service (as needed or 1x, 2x, 3x yearly)

Documents Uploaded

Scanned and digitally-created documents are uploaded to the content management system.

Metadata & Search Filters Applied

Metadata and filters are applied to each uploaded document.

Employees Trained

Employees are shown how to use and update the content management system, including how to access, save, search, print, and retrieve documents.

System Updated

Future documents are uploaded and categorized in the system by our staff on a quarterly basis.

Documents Uploaded

Scanned and digitally-created documents are uploaded to the content management system.

Metadata & Search Filters Applied

Metadata and filters are applied to each uploaded document.

Employees Trained

Employees are shown how to use and update the content management system, including how to access, save, search, print, and retrieve documents.

System Updated

Future documents are uploaded and categorized in the system by our staff on a quarterly basis.

Case Study

Case Study

TRINITY HEALTH OF NEW ENGLAND

450K+

Scanned Blueprints

150+

Scanned Manuals, Contracts, Leases, Reports, Budgets

76
Buildings
22
Floors
14
Locations
192
Authors
26
Disciplines
20
Print Status Options
22K
Dates
128
Commissions

CONTENT MANAGEMENT SEARCH FILTERS

AVERAGE JOB SIZE

HotWhite Creative was approached by Trinity Health of New England to digitize the facility and engineering blueprints, manuals, contracts, leases, reports and budgets of St. Francis and Mt. Sinai Hospitals.

Many of the blueprints were in tatters due to years of use, rolled away and some with significant water damage. All scans were copied and backed up to two separate hard drives within a waterproof and fireproof Network-attached Storage (NAS) device. Furthermore, the files were uploaded to a cloud content management system where metadata was applied for search and AI capabilities.

HotWhite Creative continues to update the library quarterly with new scans and file management services.

Contact

Contact

50 MARTHA STREET, TORRINGTON, CT, USA | 860.830.3007

    YOUR CONTACT INFORMATION

    HOW MAY WE HELP?

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    WHEN WOULD YOU LIKE TO START?

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    Contact

    50 MARTHA STREET, TORRINGTON, CT, USA | 860.830.3007

      YOUR CONTACT INFORMATION

      HOW MAY WE HELP?

      * Check as many options as required.

      WHEN WOULD YOU LIKE TO START?

      WHAT IS YOUR BUSINESS TYPE?

      PLEASE DESCRIBE ANY UNIQUE ATTRIBUTES

      Contact

      50 MARTHA STREET, TORRINGTON, CT, USA | 860.830.3007

        YOUR CONTACT INFORMATION

        HOW MAY WE HELP?

        * Check as many options as required.

        WHEN WOULD YOU LIKE TO START?

        WHAT IS YOUR BUSINESS TYPE?

        PLEASE DESCRIBE ANY UNIQUE ATTRIBUTES