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.

Outlines

00:00

📂 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.

Keywords

💡Document Digitization

Document digitization refers to the process of converting paper documents into a digital format. In the video's context, it is the core service offered, transforming physical documents into a form that can be easily stored, accessed, and managed electronically. The script mentions the use of 'state-of-the-art hardware and software' to ensure high-quality digitization, which is essential for the company's service.

💡Scanning

Scanning is the initial step in document digitization where each page of the document is captured electronically. The script describes the meticulous process of 'grooming the documents' before scanning, which includes removing staples and ensuring the pages are in perfect shape. This step is crucial for producing high-quality digital images.

💡Image Quality

Image quality is a critical aspect of digitization, ensuring that the digital copies are clear and legible. The script emphasizes the use of ISO-compliant hardware and software to guarantee that the 'image quality is ISO compliant and meets the customer's requirement.' This ensures that the digital documents are of professional standard.

💡Indexing

Indexing is the process of assigning tags or metadata to digital documents for easier search and retrieval. The script mentions that documents are indexed with 'a set of indexes and tags' which can be used in the client's business process, demonstrating how indexing facilitates organization and access to information.

💡OCR (Optical Character Recognition)

OCR is an automated technology that recognizes text within images and converts it into machine-encoded text. The script refers to using 'OCR and database lookup' to speed up the indexing process, highlighting the efficiency gains from using this technology in document management.

💡Content Management System (CMS)

A CMS is a software application or a set of related programs that are used to create and manage digital content. The script discusses exporting the scanned documents and indexes to a 'Content management system or file server,' which is essential for organizing and maintaining digital assets.

💡ECM (Enterprise Content Management)

ECM is a strategy and set of tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. The script suggests using an 'ECM solution' for storage security and digital preservation, emphasizing the importance of ECM in maintaining business documents.

💡Digital Preservation

Digital preservation involves the management and maintenance of digital materials over time to ensure their accessibility and usability. The script mentions 'digital preservation that is compliant with best practices and standards,' indicating the importance of maintaining the integrity and usability of digital documents.

💡Archival Storage

Archival storage refers to the long-term preservation of records and documents in a secure and organized manner. The script discusses preparing documents for 'archival storage as per retention schedules defined by legal and compliance requirements,' which is crucial for legal and regulatory compliance.

💡Quality Control

Quality control is the process of ensuring that products or services meet certain standards of quality. In the script, quality control is mentioned in the context of checking the 'compliance quality and integrity of the scanned images' and 'thorough quality control' during the indexing process, showing the company's commitment to high standards.

💡Document Management

Document management is the systematic control and organization of documents throughout their life cycle. The script's theme revolves around making business documents 'accessible, searchable, manageable, and secure' through digitization and management systems, illustrating the comprehensive approach to document 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