Digitized-it Services :

Digitized-it provides full support to the customers to de-risk their conversion project with inclusive prices which includes pre scan preparation of documents, Black/White 200 dpi scanning, double key blind indexing which accuracy and quality analysis. There are no hidden surprises for the customers in terms of cost/price.

DThere are some pricing mechanisms which are complicated, which creates hassles for the customers. This pricing mechanisms effect the quality analysis and accuracy.

Methodology Process :

Digitized-it defines the methodology process in the following stages :

  • Document Receipt.
  • Categorization of documents.
  • Numbering the documents physically.
  • Scanning
  • Logical Grouping of Documents has been done.
  • Capturing, Comparing, Checking Quality and finalizing the last product.

Receipt of Document :

Documents is send off from the client and an email has been sent to Digitized-it giving details of the documents. A set of pre-defined processes are already specified for each individual client under a 'statement of work' document.

Document Categorization :

Based upon the client statement of work and requirements; Digitized-it categorise the received documents into identical sets prior to scanning.

This process is termed as "Document Categorisation". Document Categorisation improves accessibility and aids faster retrieval of documents.

Physical Numbering :

Every page of the document is given a unique identification number as agreed with the client. These numbers may be handwritten, stamped or in the form of pre-printed labels affixed to the document. These unique numbers ensure proper sequence of pagination.

Scanning :

The following essential processes are carried out during scanning :

  • Removal of documents from file(s), de-stapling, removal of rubber bands>
  • Removal of Bindings in case of physical books
  • Ensure that documents are Physically Numbered prior to scanning
  • Scan and create the images.
  • Reassemble the scanned pages in the original form and restore them in the respective files/folders.

Document Unitisation :

We need to separate the scanned images logically before proceeding and we apply separator patch codes for the scanner to recognise the start and end of each document bundle.

Individual images are grouped into documents and attachments, if any, are mapped to its parent document.

Lot Making :

The documents created as a result of Document Unitisation are separated into manageable lots for easy Data Entry.

Data Entry :

  • Dual Data Entry is performed on the documents.
  • Data is entered twice for every document by two different operators.
  • Provision to link attachment with its parent document has been introduced during Data Entry stage.
  • The output generated can be in the form of an access database.

Compare :

After completion of Dual Data Entry, the lots are compared against each other and any errors can be corrected by a third operator process.

Quality Check :

  • The compared output file will be used for Quality Checks.
  • A 100% document browsing will be performed for accuracy and errors if any are corrected.

Merging & Finalisation :

The lots generated after Quality Checks will be merged into a single database file using Digitized-it software and uploaded to the document management system of choice.