Document scanning and digitization services | Workflow | Process steps

Summary

The video script outlines a comprehensive document digitization process, starting with document reception and quality checks, followed by scanning and digitization using advanced hardware and software. It emphasizes the importance of image quality, compliance, and integrity. The script details the indexing process, utilizing OCR and database lookup for efficiency, and concludes with the integration of digitized documents into a Content Management System, ensuring accessibility, searchability, and security. The process also includes a final quality test and secure archival of physical documents, highlighting a secure and innovative approach to document management.

Takeaways

• 📄 **Document Reception and Acknowledgment**: The process begins with receiving and checking in documents, followed by issuing acknowledgment receipts.
• 🗂 **Batch Organization**: Documents are organized into batches based on type and page count to ensure efficient scanning and quality control.
• 🔍 **Pre-Scanning Grooming**: Before scanning, documents are groomed by removing staples, wires, and unbinding pages to prepare them for digitization.
• 🖨 **Digitization**: Each page is scanned and transformed from paper or analog into a digital format using advanced hardware and software.
• 🔑 **ISO Compliance**: The image quality of the scanned documents is ensured to be ISO compliant and meet customer requirements.
• 🔍 **Quality Check**: Post-scanning, the quality and integrity of the scanned images are thoroughly checked and image enhancement techniques are applied.
• 🏷️ **Indexing**: Digital images proceed to indexing, where they are tagged with indexes and metadata for easy search and retrieval.
• 🤖 **Automated Indexing**: The indexing process can be expedited using technologies like OCR and database lookup for accurate tagging.
• 🔄 **Quality Control in Indexing**: A thorough quality control is conducted during indexing, with cross-checking against the original documents if necessary.
• 📚 **Content Management System Integration**: The final step involves exporting the scanned documents and indexes to a content management system or file server as per client preference.
• 🛡️ **ECM and DOT Solutions**: The script suggests using an ECM solution and a DOT for storage security and digital preservation, complying with best practices and standards.
• 🔒 **Security and Accessibility**: Digitized documents are now accessible, searchable, manageable, and secure, enhancing business processes.
• 🗃️ **Archival Storage**: Physical documents are prepared for archival storage following legal retention schedules and are recommended to be stored in certified facilities.
• 🔄 **Cross-Check and Verification**: Digital copies are cross-checked with hard copies to ensure proper processing before returning the original documents to the client.
• 📜 **Completion Certificate**: The process concludes with the safe return of hard copies to the client along with a certificate of completion.

Q & A

What is the first step in the document digitization process described in the script?

The first step is to receive and check in the documents and issue acknowledgment receipts.

How are the document batches organized during the scanning process?

The batches are organized by document type and page count to ensure high quality and productivity.

What actions are taken to prepare the documents for scanning?

The documents are groomed by removing staples, wires, opening folders, unbinding bound pages, and ensuring all are in perfect shape.

What type of technology is used to digitize the documents?

State-of-the-art hardware and software are used to ensure that the image quality is ISO compliant and meets the customer's requirements.

What happens after the scanning process is completed?

The quality of the scanned images is checked, and image enhancement techniques are applied to bring out the best quality of the images.

What is the purpose of indexing the digital document images?

Indexing assigns a set of indexes and tags to each document or page, which can be used for more accurate search and retrieval in the client's business process.

How is the indexing process made more efficient?

The indexing process can be sped up using automated capturing technology such as OCR (Optical Character Recognition) and database lookup.

What is the final step in the digital process after indexing?

The final step is to export the scanned documents and indexes to a Content Management System or file server as per the client's preference.

What is suggested for the storage of the original paper documents after digitization?

It is recommended that the physical documents are stored in a certified document storage facility as per legal and compliance requirements.

How is the quality of the digitization process ensured at the end of the process?

A final quality test is conducted by searching and retrieving sample documents using the indexes or metadata, and cross-checking the digital copies with the hard copies.

What is provided to the client at the completion of the document digitization process?

A certificate of completion is provided along with the safely returned hard copies to the client.