DOCUMENT, IMAGING, SCANNING, DIGITIZATION, INDIA, Mumbai, Maharashtra, Thane, Navi Mumbai, Nashik, Pune, Ahmedabad, Gujarat, Nagpur, Rajasthan, Noida, Delhi, Haryana, NCR, Kolkata, Bangladesh, Indonesia, Asia, Qatar

Please enable JS

Document Scanning Process

 

COLLECTION OF DOCUMENTS

Collection of documents for scanning for most projects is our own transport and staff. The collection is usually done with existing archive boxes, or archive boxes that we provide. Every box is labelled with a unique job and box number. The labels are kept anonymous for security reasons. We offer a FREE collection service via our secure tracked vehicles by our own staffs.
 

DATA PREPARATION     

Often clients can provide us with a list of files from, for example, their HR management system. We can use this data to generate a barcode for each file. Each barcode is then placed with each file. This then keeps the files traceable; we will know what box each file is in. Each file is now a unique record in our database. This data is then used later in the process to run a 100% File Present Verification Process.
 

UNBINDING

Before documents are scanned, all the staples, paper clips and bindings need to be removed. Pages are straightened, aligned, rotated and gathered up into batches ready for the scanner. This is a very manual process and is often combined with inserting the barcodes.
 

SCANNING OF DOCUMENTS

The documents are now ready for scanning. We have several scanners, mainly Fujitsu / SNBC / Kodak / Epson / Overhead scanners ensuring highest quality images are captured. We generally use midrange document scanners. This gives us a chance to constantly monitor scanning quality.
 

BARCODE SEPARATION

Here our process will search for barcodes from given application and each time we validiate barcode from scanned document, it will split the scanned file, and name the file with the barcode number. The barcode number is usually the unique record ID from the database.
 

INDEXING

To ensure easy retrieval of information we index the files and save the records as per user requirement. The index is usually complete at this point. In few cases where data is not provided in advance can be indexed from the scanned document and the database entry made at this point.
 

QUALITY CONTROL

During the scanning process our operators constantly monitor the images that are being created. Our midrange scanners provide enough time for this process. Random statistical quality controls are also in place to check batches of documents, in the event of a failure, batches being rescanned.
 

VERIFICATION PROCESS

In verification process we run queries on the scanned data relate this data back to the original index information which is provided. Discrepancies are investigated and reported.

 
 

OCR / ICR PROCESS

In this process we convert scanned documents into Searchable text document using OCR / ICR Engines. Most of the work that we return is PDF these days. A PDF can contain searchable OCR text, which can be searched upon, or extracted and used within the Document. This is the process that OCR processes the raw scanned files and creates a searchable document.
 

SPECIFIED SPECIFICATION

To ensure easy retrieval of information we index the files and save the records as per user requirement. The index is usually complete at this point. The barcode is linked back to the database, so we know exactly what the file is. In few cases where data is not provided in advance can be indexed from the scanned document and the database entry made at this point.
 

DATA UPLOADING

We process final QA Process of Scanned documents and deliver the digitized documents through either uploaded to FTP / DMS / ERDMS / RMS OR Final Soft Copies are handover to end user using storage device.


 
 

RETURN OR RECYCLING

Secure shredding of documents There are 2 options after scanning:
Once you are happy you need your paperwork is Securely deliver the documents back to you.
Securely store the documents in a purpose build warehouse. Securely shredded, pulped and recycled.
A certificate of destruction is then issued.

Why Wait and Watch the Way?

We respect your privacy. NO SPAM No selling your personal data.

We are friendly people who love to talk. So go ahead and contact us.

We will respond to your query & collect further details within 24 hours. Guaranteed!

+91 6565 7303
+91 9920 237 303