Scanning Hard Copy Survey Forms for Digitization for a Document Management Firm in Belgium

The Solution.

Use of dual side scanners for hard copy conference survey forms.

Technology/Software.

High Speed Dual-Side Scanners & Status Maintenance Application

Challenges.

• 30 million forms/documents were to be processed, from receipt of hard copies to sending the client hard disks with scanned images.
• Client emphasized on keeping the cost low, however; required efficient resources with enhanced work quality.

Benefits.

• Accurate and precise scanning and indexing of hard copies of forms enabled the client to have an insight into the minutest details, enabling them to make strategic decagons.
• The easy and convenient access of scanned images empowered the client to streamlined their processes and information management.
• Digitization of records made it all the more convenient for the client to access them anytime for further report generation or analytic purposes.

Value Addition.

Consistent upgrades in our systems, processes and skills, as reciprocation to the ever evolving technological demands, ensure that scanning clubbed with online data entry solutions are the ones with latest technological adoptions to assist our clients to stay competitive.

The Solution.

25 plus document management professionals adhered religiously to the workflow developed to scan more than 30 million documents. They utilized high speed dual scanners to attain 99.995% accuracy and efficiency.

Process Flow:

• Container Receipt: Container is unloaded in presence of responsible supervisors.
• Verification of Boxes: Condition of Boxes and Total Number of Boxes is verified with the documents.

• Indexing of Boxes: Received boxes are then indexed for its location for easy access any time.

  Upon receipt of hard copy documents followed with verification and indexing, the next steps were concluded with:

• Pre-Identification

  Pre-Identification of files is done through application, where-in the box numbers are preloaded after above process and identification barcodes are hereby printed. Once pre-id of files in a box is completed total numbers of files are counted and tallied with the application count.

  Pre-Identifier then adds total number of files in a particular box in another application called “Scan Point” (The pre-id application will be later merged in “ScanPoint”). Here also boxes are preloaded to avoid entering wrong box number.

  
• Allotting Boxes to Preparators:

  Allotment of boxes to preparators was controlled by the software. New box can only be allotted to a preparators who had submitted the completed box.

• Preparation
  This process includes below steps:
  • Before starting preparation, total files in a box are re-counted to tally with pre-id stats and then stacked in a bunch of 10 or 20 (based on total number of files – 10, if less files; 20, if more files). This helps us detect any preparation errors like, no Patch2 placed to separate a folder or double patches are placed in a single file or any missing or misplaced files etc.
  • Preparators maintain their daily work status manually in below format.