Document Digitization Services
Our document digitization solutions help converting your paper documents to digital and researchable files so you can preserve, secure and easily access your business documents. You will get away from filling, storing and shuffling through stacks of paper to save time and free up valuable office space while increasing operation efficiency and staff productivity.
We may digitize documents into digital data that merges seamlessly into a workflow that can quickly and accurately be routed and acted upon.
Our document scanning and conversion services can be provided either at your premises or in our location as you prefer.
Benefits of Document Digitization
With our document digitization service, you can immediately enjoy :
- Lower operating costs
- Improved productivity
- Improved quality and compliance
- Stores your documents in a centralize place in digital format
- Allows you to find a file much easier and quicker
- Allows secure access, quicker distribution and easy sharing of files
- Significantly reduces document storage area
- Minimize document duplication as no more photocopying will be required
- Better adherence to green initiatives
Document Digitization Process Overview
Document Digitization Process
1. Document Analysis & Receiving
- Analysis : Review sample documents to be scanned and indexed beforehand. Understand the types of documents and contents to be indexed. Confirm how to handle sticker notes/loose sheets with documents.
- Receiving : Ensure correct number of document boxes are received with appropriate document box identification.
3. Document Scanning : Scan documents to PDF or TIFF or other desirable format, in black & white or color in 200 or 300 dpi etc as required. Operator will review the thumbnail of every image on screen for completeness. Any poor quality images discovered will be sent back for re-scan.
4. Indexing & Data Entry : Index each document by data entry or OCR as required. Staff will view each file to get the project/file name from the lead sheet. Any poor quality images will be sent back for re-scan. Double data entry will be a common approach to take here to ensure higher level of accuracy.
5. Quality Control : There will be the image quality check and page count done by operator in 3. and 4. above. In addition, the supervisor will do sample checks as well as a statistical check of all work that goes through scanning to ensure that every page scanned is a high fidelity reproduction of the original.
6. Output Searchable, Indexed files and Delivery : Digital files and data will be output and delivered to client on preferred physical media or through secure FTP directly upload to the clientˇ¦s designated system.
7. Original Doc Retention and Disposition : The client will determine their policy on the retention and disposition of their original documents. They will determine the best approach if and when the original documents shall need to be shredded.