But if you’re planning on a backfile conversion – scanning most or all of your existing paper documents into a new document management solution, like SAFE – you can’t forget one seemingly simple, seemingly menial and absolutely necessary step. Document preparation. What exactly is document preparation, you ask? To put it simply, document preparation is looking over your documents and getting them ready to scan
Our capture research from last year identifying the most common benefits and issues with centralized, distributed and outsourced capture; Below are some questions to help you identify the best solution for you; Location of paper documents Necessary access to files during conversion Necessary document preparation Necessary quality control Necessary metadata or data extraction Necessary security Etc How do you determine the best solution?
With a sloppy sandwich, I could have used a fork, with the chair, I could have planned better furniture placement, with the scanner, I could have done a better job with document prep. Yes document preparation, in an age of technology, is the last thing we want to put effort into before scanning. After all why can’t the scanner remove staples for us! Document preparation is one of those things that if you don’t do it well, you will cause much more frustration and pain later
The most effective way to accomplish this is to implement a file tracking system designed to account for all actions: folder pull, delivery, folder check-in, document preparation, scanning, quality assurance testing, re-processing, indexing/exporting/OCR, auditing, folder check-out and in-process check-out
It’s done during document preparation
Heck all you have to do is look at my posts on document preparation , accuracy , even IT setup
What’s the first thing that comes to mind when you think of Document Capture? Trained document preparation operators sorting documents into similar document types, removing paper clips, unfolding corners and inserting document separator sheets?
Address document design and availability, document preparation, and document feeding and handling Aim for using the best source material that’s practical to get: original hard copies that are the cleanest version possible, with high contrast between text and background (white/black), no underlines, etc
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Most discussions of the document imaging process start with document preparation and scanner settings
Scanning was the easy part, but the time-sink of document preparation brought the project to a halt