Quality output and accuracy are the primary requirements of the paper capture (document and file scanning) process.To that end, we use a process of “continuous improvement” whereby all steps are double checked by a person other than the one performing the step initially (many steps are checked more than twice). Corrections and other comments are recorded and used in a continuous re-evaluation of the process.
The following is an abbreviated description of the process we use for paper capture.
CiceoIT can arrange for the pick up of files and documents at the customer’s site.Upon arrival at our facility, the files and documents are identified to the Customer Application that will be used to process them (a customer may have a variety of Customer Applications defined for them depending on the type of file or document being processed).After identification to the application, the files and documents are inventoried.The resulting inventory list is used to track the files and documents through the rest of the process.
CiceroIT will prepare the files and documents for capture by scanning.Preparation is a manual process that involves removing staples and paper clips, smoothing and unfolding edges, and otherwise physically preparing the paper to be scanned.Oversized items such as surveys or overly small items such a business cards are also given special handling at this point so that they can be scanned.
The prepared items are checked of against the inventory list.
- Page Capture
The preparation of the items is checked and then the pages are fed through the scanner.
Both sides of a page (sheet of paper) are captured (duplex scanning).Blank backsides are discarded.The images produced from the pages are deskewed, cropped, sized correctly, filtered for noise, and adjusted for contrast, lightness and darkness, so that an acceptable image is produced.
Scanning is normally performed at 200 dots per inch (dpi) and bitonal images are produced.The customer can specify higher or lower resolutions.Also, images can be produced in grayscale or color.
- Page Capture Review
Each scanned page is manually compared (front and back) to the captured image appearing in the capture software.At this step, we check for skewing, sizing, folded edges, double feeds, brightness of image, etc.Any corrections are recorded on the order as well as any other comments about improving the process.
- Index Capture
The indexing fields required by the Customer Application are then keyed in.This process can often be abbreviated to one or two fields if the customer has a database from which other indexing fields can be pulled (CiceroIT can do this integration).
- Index Capture Review
The keyed in indexing fields are checked against the source of the indexing information (usually a file tab, file summary sheet, or some controlling document). Any corrections are recorded on the order as well as any other comments about improving the process.
- Final Capture Review
Before items are exported out of the capture software, they are given another review to spot any possible problems with the page capture or indexing.Any corrections are recorded on the order as well as any other comments about improving the process.
“Processing” in this case refers to naming electronic files, sorting them into directories, packaging up indexing information according to the customers requirements and specifications.Files and documents of the kind used by most customers are normally processed into Portable Document Format (PDF), although we can produce other formats if requested.
- Storage and Destruction
After processing, the paper files and documents are boxed and stored and their locations recorded.Paper files and documents will be stored until such time as the customer directs us to return or destroy them.Documents are destroyed using a security cross-cut shredding method which renders documents unrecognizable as specified by the American Society of Industrial Security (ASIS); a Certificate of Destruction can be provided.
Finished orders may be delivered either by CD-Rom or online.If delivery is to be by CD-Rom, the files are now burned to the CD-Rom.If we deliver CD’s during a site visit, then we will install them on the customer’s system, otherwise, they can be delivered by mail with instructions.Telephone assistance to install the CD on the customer’s system is available.If delivery is to be online, then we will upload the files to the customer system.
- Post-Process Review
The corrections and other feedback recorded during processing are reviewed and we decide whether the general process or Customer Application needs to be modified.Whenever one step is performed by one person, it is always checked by another.Errors found and comments made are reported to everyone.The result is that we have very few final errors and our processes and Customer Application continuously improve.