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.
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.
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.
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.
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.
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.
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.
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.
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.
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