Pharmaceutical Document Management & Digitization Services
Preserving Critical Pharmaceutical Records for More Than 25 Years
Innovative Document Imaging (IDI) has helped pharmaceutical companies manage, preserve, and access critical records for more than 25 years. We specialize in the digitization, preservation, and management of pharmaceutical documentation, providing secure, reliable, and cost-effective solutions tailored to the industry’s unique requirements.
At our secure facility, IDI uses advanced imaging technology and experienced personnel to digitize and preserve essential pharmaceutical records. When projects require on-site services, our qualified supervisors and trained staff can travel directly to pharmaceutical facilities to perform scanning and document conversion.
Our combination of industry experience, technical expertise, and state-of-the-art equipment enables us to deliver high-quality digital images that are easy to use and accessible through PCs and web-based systems.
IDI understands the importance of protecting sensitive documentation and maintaining reliable records throughout the document lifecycle. Our services support the digitization of paper records, laboratory notebooks, and other essential pharmaceutical documents. We also provide experienced project managers, dedicated transportation with our own truck and driver, and personnel who have successfully completed background checks.
Pharmaceutical Document Scanning Services
IDI provides pharmaceutical document scanning and digitization services both on-site at your facility and at our secure location.
Our specialized services include:
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Research laboratory notebooks
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Equipment calibration logbooks
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Good Manufacturing Practice (GMP) records
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Good Laboratory Practice (GLP) records
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New Drug Applications (NDAs)
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Preclinical research documents
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Regulatory affairs documentation
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Drug safety and pharmacovigilance records
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Risk management documentation
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Legal and compliance records
Whether you need to digitize a small collection of critical records or manage a large-scale conversion project, IDI delivers practical, scalable solutions designed around your requirements.
Robotic Laboratory Notebook Scanning
IDI is a reseller and experienced user of Kirtas robotic book-scanning technology, with seven robotic book scanners dedicated to digitizing laboratory notebooks and bound documents.
Our high-volume scanning capabilities allow us to handle demanding projects efficiently while preserving valuable research documentation. For example, IDI has scanned as many as 3,000 laboratory notebooks in a single month for a major pharmaceutical company following its acquisition of a biotechnology company.
In addition to using Kirtas technology for our own projects, IDI has sold and supported Kirtas robotic book scanners for customers around the world.
Microfilm Creation for Long-Term Preservation
IDI creates 16mm grayscale and bitonal microfilm to provide a durable preservation and backup option for laboratory notebooks and digitized documents.
Using advanced electron-beam (e-beam) recorder technology, we produce high-quality microfilm images designed to support long-term record preservation. Microfilm can serve as an important component of a pharmaceutical organization’s records retention and preservation strategy.
Microfilm and Microfiche Conversion to Digital Images
IDI converts existing microfilm and microfiche records into digital images using nextScan ribbon-scanning technology.
Our conversion services provide an efficient way to transform archived film records into accessible digital files, including PDF images, helping pharmaceutical organizations make historical documentation easier to retrieve, review, and use.
IDI also supports legal departments that require reliable film-to-digital conversion services for pharmaceutical records.
Records Management Consulting Services
Effective pharmaceutical records management requires experience, planning, and an understanding of specialized documentation requirements.
IDI’s experienced records management professionals work directly with pharmaceutical personnel to assess needs, develop practical approaches, and support projects involving document preservation, digitization, retrieval, and long-term records management.
We work to help organizations improve access to critical records while supporting their internal procedures and retention requirements.
Electronic Lab Notebook Tracking System (ELNTS)
IDI’s Electronic Lab Notebook Tracking System (ELNTS) provides a structured process for tracking electronic data through the creation of archival microfilm from digital pharmaceutical laboratory notebooks.
The system establishes a documented chain of custody throughout the conversion, recording, and shipping process.
The workflow includes:
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Electronic data transfer: PDF files are securely transmitted to IDI for processing.
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File conversion and preparation: Electronic records are converted to a recordable format, such as TIFF, and assembled for microfilm production.
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Microfilm creation: Prepared files are recorded onto microfilm rolls.
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Tracking and shipment: Each roll is tracked through the recording and shipping stages to the designated storage facility.
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Record retrieval: Reports support the identification and retrieval of specific experiments from archived microfilm when needed.
ELNTS helps organizations maintain visibility into the archival process and supports the traceability of laboratory records from electronic submission through final storage.
Microfilm Reader-Printers and Scanner Solutions
IDI is an authorized reseller of Konica Minolta microfilm reader-printers and manual book scanners. We are also authorized to resell document scanners from Kodak, Fujitsu, and Canon.
Through these equipment offerings, IDI helps organizations access imaging hardware suited to their document conversion, microfilm retrieval, and records management needs.
Your Partner for Pharmaceutical Records Management
From high-volume laboratory notebook scanning to microfilm preservation, digital conversion, and records management consulting, IDI provides specialized services to help pharmaceutical organizations preserve and access their critical documentation.
With more than 25 years of experience, dedicated project management, and advanced imaging technology, IDI delivers dependable solutions for the full lifecycle of pharmaceutical records.
FAQs
Yes. Modern cloud systems are built with “API-first” mentalities. Whether you use Salesforce, Microsoft 365, SharePoint, or industry-specific tools like EHRs for healthcare, our systems are designed to sync seamlessly. This allows your team to view scanned images directly inside the applications they already use every day, eliminating the need to toggle between different programs.
For standard reading, we typically scan at 300 DPI. For archival preservation or rare manuscripts, we can go up to 600 DPI or higher. You will receive your files in your choice of format, most commonly:
- PDF: The industry standard for long-term digital preservation.
- TIFF: High-resolution, uncompressed images for archival masters.
- JPEG: Optimized for quick viewing and web sharing.
The “Gutter” Problem
One thing many people don’t realize is the “gutter shadow”—that dark blur in the middle of the pages. IDI uses Software Correction, to digitally flatten the page curve and removes shadows to make the digital page look as flat as a sheet of paper.
These items require specialized equipment. For rare or tightly bound books that cannot be opened 180 degrees, we use V-cradle scanners that capture high-resolution images while the book is only partially open.
For oversized items like blueprints or broadsheet journals found inside books, we use large-format overhead cameras to ensure every detail is captured without stress to the paper.
It depends on the method you choose. We offer two primary types of book scanning:
- Non-Destructive Scanning: We use specialized overhead “planetary” scanners and V-shaped cradles that hold the book at a gentle angle. This is “white-glove” treatment—the spine is never pressed flat, and no pages are removed.
- Destructive Scanning: If preservation isn’t a priority, we can cut the spine (disbinding) and use high-speed sheet-fed scanners. This is faster and more cost-effective but permanently alters the book.
Yes. We offer “Scan-on-Demand” services. If you urgently need a file that is currently in our queue, our team will locate it, scan it immediately, and securely email or upload it to you within hours.
We offer three options: we can securely return your documents in their original order, provide long-term archival storage, or perform certified shredding with a Certificate of Destruction once you have verified your digital files.
Yes. We use specialized large-format overhead scanners for items like architectural blueprints, maps, and fragile historical newspapers. This non-destructive scanning method captures high-detail images without putting stress on the original material.
Absolutely. Security is our top priority. Our facilities follow strict Chain of Custody protocols, and our staff is background-checked. We maintain compliance with HIPAA and other data privacy regulations to ensure your sensitive information is protected from the moment it leaves your office.
