do you know about best digitization services in india
TRANSCRIPT
Do You know How To Create Digitization Phase In Document Management Service???
DigitizatiPhase : Once the complete product scope is developed as per the project plan, the digitization phase can be started. Digitization phase will be divided into following sub phases.
User Creation & AuthorizationClient has various departments with different roles. Each department and its user will have different authorities and access rights. Our team will create different departments, users in the system with user authorization such as Scanning, Uploading, Tagging, Deletion, Meta Data entry, etc as per the guidance given by client.
Receiving files from clientIn this phase, our employees will collect files from various Departments for the digitization purpose. Our team will bring those files for digitization in the space provided by client. The client authority will make the entry in the register while handing over the document to our team. On due verification of documents handed over, our representative will sign on the register file and accept those files. During verification, our team will verify the document/file quantity with client officials and any discrepancy will be brought to the notice of client authorities.
Document/File Preparation & Unbinding for ScanningOn receipt of files/documents, our team member will check for document quality. If any page is not in good condition, our team will treat those pages carefully before scanning. In case of files, if documents are bind with lace or tags, it will be removed before scanning. Any Stapler Pins or Safety Pins found will be removed before scanning. ADF scanner can be used for such documents. We can use Oveahead Scanner for bounded volume. The documents will be separated by its size like A4, Legal, A3, A2, A1, A0 size.
Document ScanningDocuments prepared in previous phase will be scanned as per the guidance given in the Scope of Work of Tender document on various scanners. Appropriate quality, dpi and formats will be selected as per the nature of documents received for scanning.
Image/Document ProcessingDocuments scanned during the scanning phase will be checked for its quality. In this phase various parameters such as garbage, black outlining, pin holes, punching holes, brightness, rotation, dpi, color, contrast etc. will be checked and processed appropriately to prepare the image/document as per desired specifications.
Cabinet Creation, Master Data Entry & TaggingOnce the documents are scanned and processed as required, these documents are ready for upload. But before this, our team will prepare the master data required for document uploading.
Document Tagging, OCR & UploadingOnce the cabinet is created, the scanned documents will be uploaded in the system. The scanned documents will be converted to JPG or TIFF or PDF formats as per the requirements. If necessary the documents scanned will be logically grouped together to create PDF file.Once the file is ready, while uploading the same in appropriate cabinet, our team will enter data entry fields for each document.
Digitization ApprovalDuring this stage, our team will hand over the digitized documents to the client officials for testing the digitization for its correctness. If any discrepancies are found shall be informed to us. Our team will resolve those discrepancies and handover the same again for approval
File Packing & DeliveryOnce all the digitized documents are approved by client officials, the document/file will be returned back to the concerned Department. The entry of the same will be made into the register with date, time and signature of both client and our officials.
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