The Fourth of July reminds us that "all men are manufactured equal" ;.Not absolutely all document imaging services providers, however, are manufactured equal, and the difference lies in quality control. Once you've made a decision to outsource your document scanning to a specialist document imaging company, it's time to look for high quality control procedures from beginning to end. A specialist document scanning company will stand behind their services with guarantees of accuracy and completeness. They will also respond quickly to client exceptions and changes in product specifications and provide friendly, dependable customer service. Those will be the hallmarks of a document management firm with quality control built into its processes.
Project Design Meetings: Planning for Quality
Once you've selected a document management company, their first faltering step should be to schedule a Project Design ending up in your company's key decision makers, key end-users and their managers, their own document scanning and indexing specialists and the account manager who is responsible to make certain quality services. At that meeting, the objective is to review the important points of the work and arrive at agreement on the specifics of how a project is going to be produced
Statement of Work: Building in Quality
It's essential to create and finalize a comprehensive Statement of Work that clarifies those needs and expectations before document scanning commences. Here is the first faltering step to receiving quality services consistently. A well-written Statement of Work spells out the action steps your document imaging services provider can take to make sure all project-specific requirements are met with the highest standards of quality.
Document Scanning: The Statement of Work is a comprehensive document management plan that covers document scanning procedures and document indexing rules, in addition to output and delivery guidelines. It should include highly-detailed instructions for document conversion services detailing how a documents is going to be prepped, scanned, reassembled and handled after digitization dowód osobisty kolekcjonerski. Quality control procedures to be performed throughout the scanning process should be addressed in this section. Look for in-depth quality control of scanned files for image completeness, clarity and contrast.
Document Indexing: Once your documents have already been scanned, the following critical component is document indexing. Indexing allows your staff to quickly and accurately retrieve data and images based on an original document identifier such as for instance an invoice number, customer name, date field or document type. Document indexing can be performed throughout the document scanning process or post-production, and ensures accuracy, efficiency and timeliness when retrieving scanned documents. Your company's Statement of Work should include a separate component for indexing (never assume it's included in document scanning action steps).
This area should specify indexing criteria, keying levels and quality control procedures. Indexed data should be constantly explain to you validity, formatting and completeness checks. The effectiveness of your new paperless system will only be just like the index that enables you to retrieve your scanned documents. The Statement of Work should, in addition, be expandable since the scope of one's company's projects change. All edits should, of course, be signed for formal approval by your company's designated representative.
Additional QC Procedures
Here are a few additional quality control procedures that indicate strong QC processes have been in place at the document scanning company. Project-specific training for assigned document scanning and indexing technicians Tracking systems that will locate any document in any stage of production Verification of inventory logs for document receipt and delivery Acceptance tests performed before job commencement, if requested One key contact for all service matters and tech support team
A separate document management professional accountable for ensuring complete satisfaction with the quality, accuracy and timeliness of one's project Turnaround schedules are followed By insisting on a comprehensive Statement of Work before launching your document management solution, you may be assured of quality, timeliness and efficiency throughout. Remember that the hallmark of a specialist document imaging services provider is just a commitment to quality control that exceeds clients' expectations.