Enabling World-class Quality Scanning in a Remote Working World
Recently, the shift to remote working has accelerated the need for digitization worldwide. However, this transition has been difficult for many, who may have had to move quickly and without warning from a paper-intensive or hybrid digital environment Working World. Access is working to make this transition easier for customers by discussing and understanding their long-term digitization goals and charting a path that will enable effective digitization and automation processes to be in place.
As many of you already know, Access manages the information lifecycle holistically, providing its customers with the best service and quality. But how can we qualify this statement Working World? Our standard quality control processes help ensure that our customers have the best possible experience. In fact, it’s a key part of our mission statement: to be the industry leader in records and information management by providing our customers with the BEST service from an M&A advisor It’s a way of life at Access.
What sets Access apart as a scanning partner?
Our customers often ask us questions about our processes and procedures. How can we guarantee a fully digital conversion of every sheet of paper into a large bound folder? Many believe that a process called physical “page-to-image validation” will provide this guarantee, but at a cost of production that is not competitive in the open market. In truth, since no known process can offer a 100% guarantee, the real question becomes “How does Access manage to deliver a service level agreement at an extremely high level of quality without resorting to the cost of labor? high work required for the physical validation of the page to the image?
Our “secret recipe”
Below are the detailed processes and procedures that allow our high production facilities to achieve or exceed 99.985% production quality assurance without the costly physical page-to-image process.
Consultation: “Preparing our clients for success”
The Access model: We use client consultation before and after the process, with dedicated project management teams who collectively bring hundreds of years of experience into the process. This identifies best practices for specific customer needs and requirements.
Internal planning meetings: The operations, management and technology departments establish and design the best process map to meet the customer’s digitization goals.
Change control process: Monitor throughput measurements and quality results, in order to refine them based on comparisons with planned baselines through M&A advisory.
Quality procedures: The same quality procedures cannot be applied universally to all projects. Here are some examples of scenarios that make the difference between quality processes:
- Customers don’t always know what content exists and they ship boxes full of files
- Customers have an exact manifest of every file in every box, each barcoded and matched in a database
Chain of responsibility: “Inventory monitoring at each process”
Document Preparation: The Basis of a Quality Product
Content Validation
Members of the document preparation team perform content validation of box content manifests at the file level, which helps us ensure that we have received what the customer intended.
Keep boxes separate: Boxes are never split or shared Working World, and no operator works on more than one box at a time. This helps eliminate the possibility of mixing up boxes or files.
Train the trainer: Access requires the customer to interact directly with the preparation process managers to ensure classification accuracy throughout the pre-production stages.
Segment Team Members: Senior team members are segmented into specialized applications to leverage Access’s deep experience. This promotes quality Working World, efficiency and speed of production.
Identification of specific defects: The condition of the physical paper, such as turned corners, tears, holes, tape, water damage, brittleness, etc. all affect efficiency and accuracy at the scanning station. Making the right corrections has a positive and direct impact on the level of quality of the captured result.
Document Scanning: “Efficient and Accurate Capture”
No Blind Scanning: Scanner operators prepare an effective-sized stack of documents and manually guide the pages through the scanner, capturing by sight, feel and sound.
On-Screen Page Validation: Prepared during capture by looking at an image monitor.
Checking Optical Density: Scanners use this by checking each page to validate a one-page thread; in addition, they perform automatic adjustments for straightening and despeckling, automatic back rotation, automatic framing, exposure compensation and automatic color detection.
Batches: Prepared documents are divided into optimally sized batches to increase processing speed while maintaining capture integrity.
Indexing applications with barcode: “Automated Metadata Application”
Barcodes and Data Merging: Used where possible to reduce or eliminate manual indexing.
Secondary barcode reading technology: Used after the process to ensure 100% barcode reading.
Rigid barcoding standards
Used to maximize machine readability, such as font size and density Working World, placement of barcodes on the page, and page contrast.
Quality assurance: “Proactive questioning, positive correction”
Dedicated processing steps: Quality assurance has been used in the previous five production steps to ensure quality and accuracy. But Access continues to apply quality control (QC) measures using detailed and dedicated processing steps.
Automated QC process: Executed within the capture platform, to provide:
Index validation: check if a required field is missing or if the length or type of a field is incorrect.
Data Validation: Analyze the characters in the field to ensure that its value meets the design requirements for that field.
Perform merge validation: ensure required fields are not NULL, with automated exception reporting as needed.
- System-generated physical page counts are used to match physical files when possible.
- The system can generate a physical barcode count to match the original manifest for that production batch.
Human QC Operators: To review the results of the automated process and resolve any reported issues.
Page-to-image and double-entry process
Available, depending on risk tolerance and client requirements.
Finalization: “Batch service completed”
Validation Human finalization operators validate metadata and imagesWorking World. Using established data export requirements and standards, as well as all index fields and image pointers.
Tracking: Batch completion and release against original box or file-level manifest.
Metadata and images: To verify that they are displayed correctly in the web-hosted solution. Or saved correctly to an SFTP site or encrypted external removable drive.
Delivery Verification: “Job Well Done Report”
Audit Reports: Generated against initial manifests, exception reports, and items marked for remediation.
Master Compare: In the absence of a manifest Working World. Access can compare the results of its capture process against a master list. Of all anticipated files, provided by the customer.
Online Approval: Access can also provide image. And metadata display to a web-hosted solution for customer review prior. To final commitment to the enterprise content management solution client.
Feedback: Internal project results support continuous process improvement.