In the scope phase we determined what files need to be scanned and roughly how many pages need to be scanned.
Now we need to select the proper scanner(s) for the project. All scanners boast about their scan speeds but this is a bit misleading. If you don't have the capacity to have enough clean files to feed the scanner, the super high speeds won't matter.
We chose the scanner based on how fast we can prepare the files.
This is a critical component in making the project as efficient as possible. We have several top notch scanning applications available to make sure we use the right tool for the job.
If the project is very complicated, with database look ups, load file requirements, zonal ocr and QR codes we may opt to use Kofax Capture. If it is a simple job, we may decide to go with either Kodak or Fujitsu software.
Our high end scanning applications are very configurable, allowing us to create a profile to suit your specific scanning requirements.
At this point, we set the resolution, colour, separation, indexing method, data look ups, output format, load file creation, output location and QC methods.
Once we have selected the proper scanner and configured the software, we will begin to actually scan your paper files.
The prepared file batches are placed on the scanner feeder and the scanner operator runs the batch scan. As pages are fed, the operator watches each image appear on the monitor looking for any obvious issues.
If any staples or paperclips are missed during the cleaning process or if 2 pages feed at one time, the scanner will automatically stop allowing the operator to correct the problem.
The scanning software will automatically separate each file based on your specifications and apply index or metadata to each file.
The scanner operator is the first line of quality control. Quality issues are more easily dealt with at the point of scanning.
The preparers need to be continually providing clean batches to the operator to keep the process moving along at a steady pace.