Tag: Indexing

Document Indexing Services

Data Entry Services

Document Indexing
When converting your paper documents into electronic document images it is vitally important to “index” the images so that you can retrieve them at a later stage, otherwise you are in no better a position than when you had a pile of paper in your offices. (Although you don’t have to look at them any more!)

Document Indexing is the electronic equivalent of manually writing information about the enclosed documents on the spine of a lever arched file. Having said that, because you can capture multiple indexes, it is possible to search for your documents in many different ways, which is simply impossible to do in a paper based system. For example, you could search for invoices received during April last year, or alternatively for all invoices that don’t have a PO number. It is this flexibility in retrieval that many companies claim is one of their primary benefits when implementing document imaging.

However, the quality of the index information can make or break a document imaging implementation. Get the data wrong and you almost certainly land up with a “lost” document (one that doesn’t get retrieved correctly). Consequently it is imperative to use a quality Data Entry Service like that of Scan4U Scanning Services to ensure it is handled correctly. By using the latest technology scanners and software, combined with our leading edge techniques and highly experienced data capture clerks, we guarantee a superior service that will provide accurate, speedy data that you can rely on.

We employ many different index verification methods, ranging from “blind double capture”, through manual and automatic capture and lookup techniques. All are designed to ensure that you get the right information attached to the right document, as quickly as possible, ensuring a smooth operation of your document imaging environment.

These and other data capture techniques are also used to extract as much of the data from the documents as is needed if you intend populating a database or back-end system with the data for computational, order filling or research purposes. This is also referred to as Forms Processing and is a key service we provide.

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Scanning & Indexing Services

Scan4U Scanning & Indexing Process

The Scanning & Indexing Process

Scan4U Scanning Services provides a document scanning and indexing service at our scanning bureau in Longmeadow (or alternatively at your site) to help you with backlog scanning of your documents. We would do this by utilising our high-speed scanners, our workstations and servers, and our scanning and indexing staff for the period of the scanning operation.

The process would work as follows:

Your staff would present us with what we call a series of “consignments”, which are essentially groups of similar documents (e.g. all the application forms for a particular service, for instance). We would then “check in” the consignments, which means that we log the arrival and print a label with the consignment number (which we stick onto the box containing the documents). This allows us to track the documents even if they haven’t been scanned yet.

Once they are checked in, we then send them to the “pre-preparation” phase, which consists of us removing any staples or paper-clips, inserting separator sheets (i.e. paper sheets with a barcode) between the documents and straightening and repairing damaged documents. These are then grouped together into “batches”, which are simply a number of documents that can fit comfortably into the scanner sheet feeder at one time.

The batches are then sent for scanning, with the scanner operator checking to see that documents go through smoothly and that images are being generated. These are usually scanned at either 200 or 300 dpi, depending on how the images will be used afterwards.

The batch of images (together with the physical documents) then goes to the “Scan QA” phase, where the QA clerk checks the quality of each image. If “bad” images are discovered the QA clerk checks it against the original physical document and rescans the document if it was a bad scan or marks the image as a bad original if the original document is the problem. These can then be returned to your staff for corrective actions to be taken.

All valid images are then sent on to the “indexing” phase where our indexing staff will capture relevant information off the first page typically (although we can capture indexing information off any page). These will then be stored as indexing metadata for later search and retrieval. If some of the indexing data is critical and must be 100% correct, we offer an “indexing QA” step which has a second operator re-capturing that particular index from scratch and the two results compared. If there is a discrepancy it gets sent to a supervisor to ensure the correct result is used.

When this is completed the images are then sent for “exporting” which results in a multi-page TIFF file being created with the filename usually being the value of the primary index (e.g. BATCH123-ServiceName.tiff). The index values are exported simultaneously as BATCH123-ServiceName.txt. Usually these are stored within specific directories (e.g. \BATCH123\) on a storage media of choice (e.g. CD, DVD, or removable hard-drive).

Once the entire process is completed, the paper documents are then sent to our “post-preparation” operation, where the documents are then either returned to their original state (e.g. stapled, bundled and filed) for transportation back to your offices, or securely destroyed, at which stage we would send you an official Certificate of Destruction, which you can keep as proof that a secure process was followed.

We charge for our scanning services on a per page basis, broken into a price for the page from which we would capture the indexing information (usually the first page of the document) and a price for all subsequent pages for the document (usually much cheaper because we don’t need to recapture the indexes). Obviously the price varies depending on which services you would like us to do for you. It might make sense for some of the phases to be done by your own staff (like the pre-preparation phase), which would make the exercise cheaper.

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Drowning in Paper?

Backscanning is the solution

  • A recent Price Waterhouse study required a paralegal to find 20 documents out of 20,000. After 67 hours of searching, the paralegal found 15 of the requested 20 documents. Given the same task, a document imaging system found all 20 documents in less than 3 seconds.
    —Imaging Product News Magazine

  • Scan4U BackScanning can assist

Are you battling to cope with the increasingly high costs associated with inefficient management of paper documents? A paper dependent office usually means wasted space, limited accessibility, and poor productivity. Filing cabinets take up valuable space and are often unorganized. Accessibility becomes an issue when multiple users want access to the same document. Furthermore, employees waste valuable company time searching for business critical information.

Scan4U Scanning Services can assist by converting these paper documents into searchable digital images through the utilisation of high volume, high quality scanners, superior software and experienced Data capturers, who “index” the documents for later search and retrieval.

Our goal is to provide you with the ability to instantly access business critical information through scanned images of your paper documents. Rather than spending time LOOKING for information, you can spend your time USING that information.

Imagine never leaving your desk again to find a document. You would simply retrieve the document image on your computer and then review, print, fax, or e-mail the document as needed. Consider a work environment without filing cabinets or document storage management headaches!

However, document retrieval isn’t the only important aspect to our scanning services…

Businesses today should have contingency plans in place to cover the catastrophic loss that could happen as a result of flooding, fire, terrorism or other disaster. Most companies have regular tape backups of their electronic data but what about backups of all your paperwork? A recent report indicated that companies which suffered a major loss of information due to fire typically went out of business within 12 months. Scan4U’s document scanning and archival enables you to have multiple copies of your documents on and off-site and these can be re-instated within minutes of any disaster so that staff can carry on with their work.

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