SRIIA TECHNOLOGIES

SCAN STORE RETRIEVE INDEX INTEGRATE ARCHIVE

Seven Steps Towards A Successful Document Conversion Project

The service of converting paper or microfilm documents to digital format is a commodity in the document conversion world. It seems that anyone can become a service bureau with an inexpensive scanner and rudimentary capture software. The problem is there is really so much more to scanning than meets the eye – and this doesn’t become apparent until you have paid someone to scan a million of your documents just to discover you can only access about 750,000 of them within your document management software. Oh, and this realization happens about a year after you have signed off on the project.
How will you ever know if the bureau actually scanned 100% of your images? How will you know if they delivered 100% of them to you? I was once part of a project where we had partnered with a service bureau to scan land records books from a major US county. During the process, the partner delivered 50,000 medical records images by mistake. Talk about a disaster – this is one of the worst I have ever experienced. Billing throughout the remainder of the project constant struggle. Delivery details such as which images and how many were never accurate. To help ensure a successful backfile project, include some type of pre-project checklist.

The following is a suggested minimum for this check-list:

  1. Pre-scan inventory
  2. Pilot process to establish image quality standards
  3. Indexing nomenclature and detail
  4. Error rating process (by image, record, index…)
  5. Batch delivery schedule including durations and volumes
  6. Reconciliation methodology to original inventory
  7. Review and error reporting process

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