Every organization knows that to convert documents to an electronic format, quality and accuracy are of the utmost importance in a document imaging solution. There are obvious factors that account for accuracy of imaged data, such as the quality of the scanning equipment used. The main factor is the workflow and processing your imaging provider has in place, to guarantee complete accuracy in converting your documents. Here is the process for Coleman Data’s document conversion services.
Workflow Process for a Conversion Project
• Document Preparation
• Document Scanning
• Quality control
• Indexing & Validation
• Release of your digital documents
• Delivery or Destruction
This is the basic process for our document conversion services. Depending on each individual customer’s statement of work, the process may vary somewhat. This process starts with one of our vans picking up your documents from your location and securely transporting them to our imaging location. Your documents are then checked in and inventoried.
Document Preparation – your documents are then prepared for scanning by following preset, customized job specifications. Paper clips, staples, and any other objects that cannot be placed in our scanners, are removed from the documents. Document repair is also done when necessary. All documents are arranged in a one-way direction and any additional notes attached to them are taped to blank sheets – so they can also be imaged. The documents are then batched and taken to the imaging area.
Document Conversion and Imaging – Scanning operators are the employees that do the actual imaging of the documents with high-speed scanners. They will review the job specifications and set the scanner settings accordingly. Our scanners include the following features: color or black & white, bar code, microfilm, green bar, any size – including oversized documents such as engineering or blueprints, ICR/OCR/OMR capable, duplex, double page. The scanning operators load the documents and follow a screen, which shows an image of each document, to be certain the images meet the high quality and accuracy that is expected. Customers can expect an electronic imaged version that is an exact duplicate of their paper source document.
Indexing – After the documents are imaged and verified, it is time to index them so they can be retrieved electronically later. Based on the job specifications, automated and manual processes are used for indexing, along with double key verification to ensure accuracy. By manual, we are talking about data entry, and Coleman Data Solutions has long-term data entry employees that are very proficient at it.
Once the conversion of your data is complete (imaging and indexing), the data is released to you in its finished form, in whichever format is desired. The formats can include secure ftp, email, your own CMS, CD/DVD, or microfilm. As for your paper documents, we will deliver them back to you or arrange for certified/registered document destruction, per your instructions. If you opt for document destruction, we offer two secure document destruction services, one NAID certified and one NAID registered.
Time frames for Completion of your Imaging/Conversion Project
Depending on your requirements, your document conversion project can be completed within a day or spread out over a longer time frame. If you have a lot of documents that will eventually need imaged, but maybe not all at once or immediately, we offer an option to have them imaged at your convenience and on your time frame.
Coleman Data Solutions’ document conversion services are used for day forward, back file, or as needed service. Contact us today if you would like to discuss how you would like to transform your documents, or if you would just like a quote. For more information, you can look over some of the features of our high speed scanning equipment.