Project Methodology and Process Work-flow:

  • Received Hard-copy documents from client.
  • Document Preparation Procedure starts; Remove staples, sort pages & insert bar-code separator sheets.
  • After Document preparation, document proceed to Scan Station Section where image scanning with bar-code and quality inspection has been done.
  • After Scan Station process document re-assembled and sent it to their respective client.
  • To scan A2/A1/A0 drawings as well as long over-sized drawings of up to 15-20 meters length and up-to 54" width.
  • To scan A5/A4/3 documents as well as A3 drawings with lengths of up-to 25 meters.
  • Top industry practices in software management for indexing and cataloging, with facilities to customize applications suited to individual projects
  • Virtual Re-Scan technology enabling image enhancement on the go electronically. Eliminating the need of re-scanning the paper materials thus preserving it at the same time.

Document Collection:

  • Scanning team will receive documents at the scanning area.
  • All files will be logged at the time of receipt to enable parties to track the documents at any point throughout the process.

Document Preparation:

  • Document preparation team will prepare the documents for scanning - removing staple pins repairing damaged sheets, etc.
  • Files will be segregated & prepared for scanning.
  • Batches will be created to efficiently scan the documents through Auto Document feeder to enhance productivity.
  • Digitized-it will scan the documents in their original page sequence. Rates would be revised in case client request otherwise.

Scanning:

  • Documents will be scanned as per the outputs, resolutions and formats specified.
  • Quality check will be carried out ensuring the readability of its contents.
  • The physical documents would be sent for re-filing in the original files.

Document Re-filing:

  • Documents will be re-filed by re-stapling each document & placing batch as is in original container.
  • The page orientation will not be altered.
  • Disclaimer: Once documents leave the scanning room and Project Owner and/or End User signs the acknowledgment of receipt of documents, Digitized-it will not be responsible in case any alteration of the contents of any file is observed.

Indexing:

  • Indexing will be done through industry leading software using the most advanced capture tools and data entry applications.
  • Validations for allowed characters to maintain control on erroneous data entry.

Quality Control:

  • Quality Control will be provided ensuring best quality of the image & accuracy of indexed data.
  • Any rejections would be sent back to for re-scanning or re-indexing.

Release:

  • Once QC is completed, the electronic documents will be released for Client to verify, accept and confirm. Then, once quality verification is completed by End User.
  • To constantly evaluate the progress made against the plan, progress reports would be submitted periodically and will include:
    • Digitization process reports will be updated to Client.
    • All major activity logs as generated by the system.

Back-up of Digitized Data:

  • Digitized-it will conserve the batches in process and Database on an external hard disk for a duration after project handover, until warranty expires. This is in case it is proved that the data provided to the client is erroneous us and does not comply with technical specification agreed mutually in the project contract and/or SOP (Standard Operating Procedure).
  • Finalized batches & output meta-data will be provided to Client on external media periodically, which is acknowledged by the Client. This practice is subject to safekeeping by Client/End User as per their organization's IT backup policies in place.

End User/Client Responsibilities:

  • Client shall provide complete details on any existing file structure system as soon as the project the project is awarded in order for Project owner and/or Digitized-it to ascertain the requirements. This will be required before vendor team starts working with the departments and their file structure.
  • Arrange uninterrupted flow of files and documents for the Digitized-it Scanning Team to ensure production continuity and adherence to the Project Time-line.
  • A second Quality Control process will be performed by Client and/or End User staff to verify, accept and confirm the quality of the images and the indexed data. Client should verify the output and accept the quality; else it will be considered as accepted.

Client (Project Owner) Operational Responsibilities:

  • Client shall provide complete details on any existing file structure system as soon as the project the project is awarded in order for Project owner and/or Digitized-it to ascertain the requirements. This will be required before vendor team starts working with the departments and their file structure.
  • We will fully co-ordinate with Client to agree and finalize the file structure, both in terms of sub classifications/Drop downs/Indexes per file-docs, which will be drafted in an SOP. All parameters shall not lapse the quality caps.

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