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Scanning Process Activities

Scanning Process

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Description Process

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1.1 Document Preparation
It is expected that the documents for the scan shop in CUSTOMER premises are received from either of two sources – a) Record room of CUSTOMER in the location or b) CUSTOMER internal office courier. When documents are received the following inwarding process will be executed.

1.1.1 Inward

  • Receive documents along with the challan and  soft copy of existing index (particularly for archive files)
  • Physical verification and counting of documents
  • Give acknowledgement of documents received
  • Verify the soft copy if available
  • Reconcile the number of documents and pages between the physical documents and the soft copy

1.1.2 Batch Prepare
After this inwarding process, the batch preparation is started. A bunch of few files/records constitute a batch. The documents received for scanning are set, bunches of a specified number are made and kept. Few of the activities under this are:

  • Clean if they have any dust.  
  • De-creasing and de-staple documents.
  • Identify documents (such as application form, proof of age, medical rating sheet, agent report etc) and sequence the same as per defined process.
  • Arrange the records in batches. 
  • Make a list of the records.
  • Tagging of the documents not to be acquired.
  • Arrange the records and set the documents properly for scanning.
  • Enter image count in control check list for tracking purpose.

1.1.3. Categorization of the Documents
During this process the division of the documents is done on the basis of the quality. At this stage, bad quality papers are also identified, which may not be suitably acquired in the ADF scanner. These documents can be acquired in the flat bed scanner to prevent any damage.

1.1.4 Barcode Preparation

  • Print Barcode stickers, if necessary, and affix the same on the documents
  • Number the pages of the documents for control
  • Prepare the documents/pages for scanning

1.2 Capture

1.2.1 Scanning

  • The scanning operator receives the files.
  • Opens the files and scans the documents using simplex / duplex scanners
  • Once the scanning is done, images are checked for quality. They are checked in terms of number of pages in the batch acquired, total images and clarity of -images. The image count should match the count as mentioned in the checklist during the batching stage.

1.3 Classify
1.3.1 Indexing
Once the scanning is done, the next step is to attach indexes with the images of the documents for easier search and retrieval of these documents. This indexing can also be automated using the functionality of template recognition, bar code extraction, OCR etc. Alternatively, the indexes can be manually entered.
The documents are indexed based on whether they are structured, semi-structured or unstructured. The method for indexing varies from automated (using OCR) to manual.

1.4 Extract
1.4.1 Quality Checks
At the end of indexing process, the authorizer checks and approves the image quality and the validity of the indexes associated with the images and verifies the data. This is incorporated into the system for authenticity of the images and indexes. If the images fail in the quality check, they are sent for re-indexing or re-scanning.

1.4.2 Export of Data
Finally, if the qualities of the images are found good with correct data association, the images are filed / exported into the CD/DVD/DMS/BPM


1.4.3 Post Capture Process

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1.5 Validate
1.4.1 Quality Checks

Key data from images and associated indexes are checked. This process is largely manual and can be done in a random sampling fashion.

1.6 Deliver
1.6.1 Re-arrange the file in the same order [De-preparation]
After the complete scanning, indexing, quality check, and filing into the cabinet of the document management system, the physical documents are put back in the file/stapled in the same order and send further as per process.
1.6.2 Outward/Dispatch

  • Returning the documents to the Client with the challan
  • Handing over the  soft copy of the images

1.6.3 Workflow

Steps in routing images to appropriate folders, storage and activation of associated workflow are done.

1.7 MIS during conversion
During the conversion various reports are generated to take the stock of the progress and to keep the process in control. The various recommended reports are

  • Daily progress reports of all the activities of three phases
  • Batch Preparation Status
  • Scanning Status
  • Weekly /Fortnightly/ Monthly Report

1.8 Scanning team
Typically one production team comprises as follows:

  • Document Preparation 2
  • Scanning                    1
  • Indexing                     1
  • Refilling                      1
  • Quality Control            1        

To support and manage this team we have:

  • Technical Support
  • Inventory Managers
  • Supervisors
  • Site Manager

1.9 Storage Space required
Electronic storage space will be required to store the images, each A4 size image acquired at a resolution of 200 dpi (in black and white), occupies around 50 KB of space. Total storage
Requirements will depend on the number of images. Typically 1 Lac images will need 5 GB of storage space.  The Client shall provide the same as per its business requirements.
Besides this adequate storage space for work-in-progress documents for scanning will be required. It is expected that such space should service work for 1 week. Also adequate desk space for persons handling documents during prep and de-prep activities is required.

Email: ranjit@iflextechnologies.in