Many companies stayed until recently attached to the traditional way of working: the job exercise during office hours within the office walls. Today they feel it is time to move to a more innovative and flexible working environment. Willing to make a switch in the minds of the workers and strive for a new way of working, proves that a company moves with the times. Going “paperless” generates several challenges because employees must get rid of old habits. While working remotely many employees do not have access to their personal document archives. Digitizing these personal archives requires specific expertise as there is no logic behind like in classical archives with indexed records. Every personal archive is unique. Input For You developed a web based tool allowing each individual to assign its own metadata to each document. As a result, the digitized paper archive can be consulted remotely in the same logical way as it was stored on paper by the employee.
CONDITIONNING OF THE DOCUMENTS
The office documents will be picked and placed into boxes by the employees or by Input For You with a unique barcode number (provided by Input For You). A detailed picking list will be established. This will be the corner stone of the whole process and the basis for traceability. The business owner is responsible to organize and structure his or her metadata. Input For You will provide a web-based application where the business owner will enter the identifier (metadata) of his documents. Input For You will provide an A4 patch with a unique barcode. The patch needs to be added to his documents as a separator page or as first page of the folder or document. The barcode on the separator page will be recognized by the scanner and serve as identifier.
Pallets with boxes are directly transported to our scanning centre. The documents will be immediately prepared and scanned.
After scanning, boxes will be kept in our short-term storage area until validation. After validation by the customer they can be sent to a long-term storage area or destruction.
3. PREPARATION PRIOR TO SCANNING
Documents are removed from their folder, staples and clips are removed, papers smaller than A6 (post-it, tickets, ...) are tapped. If larger than A3, sheets are cut.
A team of 30 people is ready to prepare the documents.
We use BANCTEC high-speed scanners and Kodak I620 scanners.
Calibrating and parameterization of the scanners: Each scanner is calibrated every day for optimum image quality. All scanners are interchangeable and covered by a maintenance contract with less than 4 hours response time.
Productivity per BANCTEC scanner exceeds 30 000 sheets per day per shift. IFY operates 4 BANCTEC scanners in two shifts per day.
Productivity of the KODAK I620 scanners reaches 15 000 sheets per day per shift. IFY owns 6 KODAK I620 scanners.
All documents are scanned in ‘dual stream’. i.e. the scanner produces 2 files per page or 4 images per sheet
- Bitonal version (black & white), 200/240/300 dpi – format TIFF mono page compression G4 (recto/verso)
- Colour Version or Grey Scale 24bits, 200/240/300 dpi– format JPEG or TIFF mono page compressed (recto/verso)
5. IDENTIFICATION OF THE FOLDERS (INDEXATION)
After scanning, the folders are registered in our proprietary DOCFLOW platform.
They are then identified according to their barcode number. The logical files will be accompanied by the metadata (entered by the employee in the web-tool) for integration in a document management system that identifies the file in a unique way.
6. CLEAN-UP (OPTIONAL)
The objective is to create a NET VERSION of the electronic documents with an optimum weight (full clean up) and easy to integrate in your DMS.
- Light clean up (scannen in grijswaarden)
- Pages are rotated for readability (portrait/landscape)
- Removal of blank pages after visual control.
- Full clean up (Dual stream B&W and grayscale/colour scanning)
- Selection between B&W, Grey Scale or Colour versions.
- B&W is selected by default because of its light weight but if not readable enough, the grayscale/colour version is selected.
- This is particularly important for hand filled forms or letters.
It must be stressed that every single image is physically controlled during this process.
7. QUALITY CONTROL
Statistical quality control is performed according to ISO 2859.
IFY guarantees 99,75% accuracy on identification and 99,9% on scanning or preparation.
8. DELIVERY OF THE E-DATA
The e-data will be delivered daily via secured FTP protocol.
- Active data are delivered within working 8 hours from picking
- Passive data scanned on request are delivered within 24 hours
All data are scanned for virus prior to being set on the FTP server
9. ACCEPTANCE OF THE ELECTRONIC DATA
A two months acceptance period by the customer of the electronic documents is included. Any issue identified within the period which is due to IFY, will be corrected at no cost.
At the end of the project, the customer signs an acceptance certificate and all electronic data will be removed from IFY servers.
10. DESTRUCTION OF PAPER DOCUMENTS
At the end of the project and after acceptance of the electronic data, all paper documents can be securely destroyed. IFY delivers destruction certificates.
Alternatively, IFY will provide long term storage
With the RAW SCANS (see §4 Scanning) that are the exact copy of the paper documents and the HASH code (MD5) calculated on each image, integrity of the data is secured. These RAW DATA must be kept in a safe place for future reference in case of legal investigation.
With the raw scans, a database is delivered for every folder with the calculated hash-code. This procedure allows to destroy the paper documents.
This project will be carried out using our proprietary DOCFLOW platform
- Electronic data processing (indexation, data capture, QC …)
- Full traceability from registry of paper folder till delivery of electronic data
- Online reports & statistics
- Online customer viewer