Document scanning and digitization services | Workflow | Process steps
Summary
TLDRThe 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
- đ **Document Reception and Acknowledgment**: The process begins with receiving and checking in documents, followed by issuing acknowledgment receipts.
- đ **Batch Organization**: Documents are organized into batches based on type and page count to ensure efficient scanning and quality control.
- đ **Pre-Scanning Grooming**: Before scanning, documents are groomed by removing staples, wires, and unbinding pages to prepare them for digitization.
- đš **Digitization**: Each page is scanned and transformed from paper or analog into a digital format using advanced hardware and software.
- đ **ISO Compliance**: The image quality of the scanned documents is ensured to be ISO compliant and meet customer requirements.
- đ **Quality Check**: Post-scanning, the quality and integrity of the scanned images are thoroughly checked and image enhancement techniques are applied.
- đ·ïž **Indexing**: Digital images proceed to indexing, where they are tagged with indexes and metadata for easy search and retrieval.
- đ€ **Automated Indexing**: The indexing process can be expedited using technologies like OCR and database lookup for accurate tagging.
- đ **Quality Control in Indexing**: A thorough quality control is conducted during indexing, with cross-checking against the original documents if necessary.
- đ **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.
- đĄïž **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.
- đ **Security and Accessibility**: Digitized documents are now accessible, searchable, manageable, and secure, enhancing business processes.
- đïž **Archival Storage**: Physical documents are prepared for archival storage following legal retention schedules and are recommended to be stored in certified facilities.
- đ **Cross-Check and Verification**: Digital copies are cross-checked with hard copies to ensure proper processing before returning the original documents to the client.
- đ **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.
Outlines
đ Document Digitization Process Overview
This paragraph introduces the comprehensive process of document digitization. It begins with the reception and verification of documents, followed by their organization into batches based on type and page count. The documents are then groomed for scanning, ensuring they are free from staples and in optimal condition. High-quality digitization is achieved using advanced hardware and software, with a focus on ISO compliance and customer satisfaction. Post-scanning, image quality is rigorously checked and enhanced to ensure the best possible digital representation. The paragraph also touches on the indexing process, which involves tagging documents for easy search and retrieval, and the use of automated technologies like OCR for efficiency. The final steps include exporting the documents to a content management system or file server, and conducting a final quality test to ensure the integrity of the digitized documents.
Mindmap
Keywords
đĄDocument Digitization
đĄScanning
đĄImage Quality
đĄIndexing
đĄOCR (Optical Character Recognition)
đĄContent Management System (CMS)
đĄECM (Enterprise Content Management)
đĄDigital Preservation
đĄArchival Storage
đĄQuality Control
đĄDocument Management
Highlights
Documents are received, checked in, and issued acknowledgment receipts.
Boxes are divided into batches by document type and page count for quality and productivity.
Grooming documents includes removing staples, wires, opening folders, and unbinding pages.
Scanning process involves digitizing each page from paper to digital format.
State-of-the-art hardware and software ensure ISO compliant image quality.
Quality of scanned images is checked for compliance, integrity, and enhanced for best results.
Digital document images proceed to indexing while hard copies go to post-processing.
Indexes and tags are applied for client's business processes and accurate search retrieval.
Automated capturing technology like OCR and database lookup speed up the indexing process.
Quality control is thorough during indexing with cross-checking of information.
Scanned documents and indexes are exported to a content management system or file server.
ECM solution and DOT are recommended for storage security and digital preservation.
Documents are now digitized, uploaded, and ready for client's business processes.
A final quality test involves searching and retrieving sample documents using indexes or metadata.
Hard copies are prepared for archival storage following legal and compliance retention schedules.
Physical documents are recommended to be stored in a certified document storage facility.
Digital and hard copies are cross-checked to ensure proper processing before returning documents.
Hard copies are safely returned to the client with a certificate of completion.
The document digitization process is fast, secure, innovative, with a best-in-class document management system.
Business documents become accessible, searchable, manageable, and secure.
Transcripts
[Music]
foreign
first we receive and check in your
documents and issue acknowledgment
receipts boxes are divided into batches
by document type and page count to
ensure high quality and productivity
during the scanning process we start by
grooming the documents we remove staple
wires open folders unbind bound pages
and make sure all are in perfect shape
during scanning we digitize each page
and transform it from paper or analog
into digital format we use
state-of-the-art hardware and software
to ensure that the image quality is ISO
compliant and meets the customer's
requirement after scanning the quality
of the scanned images is checked we
thoroughly check the compliance quality
and integrity of the scanned images and
apply image enhancement techniques to
bring out the image's best quality from
this point on we have a digital document
image and the original hard copies the
digital images will proceed to indexing
while the hard copies will be sent to
post-processing for cross-checking each
document and sometimes each page gets a
set of indexes and tags which can be
used in the client's business process or
to facilitate more accurate search and
retrieval
the indexing process can be sped up
using automated capturing technology
such as OCR and database lookup to make
sure all document images have been
tagged correctly we've finished the
indexing process with thorough quality
control during this process the original
paper documents might be used to
cross-check and verify information a
final time
at the final step of the digital process
we export the scanned documents and
indexes to a Content management system
or file server whichever the client
prefers we suggest to use our ECM
solution and a DOT for Storage security
and digital preservation that is
compliant with best practices and
standards the documents are now
digitized uploaded and ready to use in
the client's business processes
in a last quality test we search and
retrieve sample documents using the
indexes or metadata
back to the original paper documents
which now needs to go through
post-processing the documents are
prepared for archival storage as per
retention schedules defined by legal and
compliance requirements
since all day-to-day need for the
documents can be managed using the
digital copies we recommend that
physical documents are stored in a
certified document storage facility we
cross-check the digital copies with the
hard copies to make sure the documents
have been properly processed and
returned to their respective boxes
for the final step we safely return and
hand over the hard copies to the client
along with a certificate of completion
that's it with our fast secure and
Innovative document digitization process
topped with the Best in Class document
management system and a doc all your
business documents will be accessible
searchable manageable and secure
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