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Document scanning and digitization

How it Works

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For Scanning Service

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Receiving

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Producting Planning

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Project Preparation

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Scanning

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QA Checkpoint 1

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Document Profiling/Data Entry

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QA Checkpoint 2

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Post Processing

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Deliverable

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Completion

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1 Receiving

  • All boxes are counted, verified and checked for damage.
  • Contents are logged into our project management and tracking system.
  • Each box is labeled with a unique bar code identifier.
  • A "floating" spec sheet is generated for each project.
  • Boxes are moved into production area and added to our queue.
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Receiving
Producting Planning Icon Producting Planning Hover Icon
Producting Planning
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Project Preparation
Scanning Icon Scanning Hover Icon
Scanning
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QA Checkpoint 1
Document Profiling Icon Document Profiling Hover Icon
Document Profiling/Data Entry
QA Checkpoint 2 Icon QA Checkpoint 2 Hover Icon
QA Checkpoint 2
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Post Processing
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Deliverable
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Completion
Orange icon of a hand truck with boxes, symbolizing shipping and delivery. | Smooth Solutions

Receiving

  • All boxes are counted, verified and checked for damage.
  • Contents are logged into our project management and tracking system.
  • Each box is labeled with a unique bar code identifier.
  • A “floating” spec sheet is generated for each project.
  • Boxes are moved into production area and added to our queue.
Business flowchart illustrating a process, with a person pointing. | Smooth Solutions

Producting Planning

  • Supervisors & account manager meet to review job specifications & project details
  • Appropriate resources and equipment is allocated to project
  • Project supervisor and technicians are assigned and briefed
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Project Preparation

  • Paper documents are carefully inspected and prepared for scanning.
  • Staples and paperclips are removed. Book bindings are cut if necessary.
  • Intelligent bar-code separator sheets are inserted between each document.
  • Documents are properly organized, cleaned and/or repaired.
  • Exception documents are identified and dealt with accordingly.
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Scanning

  • Appropriate scanners are selected for project.
  • Scanners are regularly maintained, calibrated and cleaned.
  • Scan operator carefully views each image as it’s scanned to ensure quality.
  • Poor quality images are flagged re-scanned as necessary.
  • Automatic deskew & despeckling is applied to each image after scanned.
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QA Checkpoint 1

  • All scanned images are checked with 100% thumbnail verification.
  • Overall quality and clarity of each image is proofed.
  • Blank images and stray separator sheets are removed.
  • Poor quality images are flagged to check against original & re-scanned as necessary.
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Document Profiling/Data Entry

  • Supervisor reviews indexing requirements and assigns operators.
  • Metadata is manually indexed for each document and/or document set.
  • Data from intelligent bar code sheets is compiled and formatted.
  • Communicate with client about exceptions and inconsistencies.
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QA Checkpoint 2

  • Make sure data, folder structure and images are technically correct.
  • Confirm that database matches actual folders/document sets appropriately.
  • Check that all large/exception documents are scanned and inserted properly.
  • Stray blanks and separator sheet images are removed.
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Post Processing

  • Electronic files are converted to proper format (PDF, Multi-page TIFF, etc.).
  • Images are cropped and rotated to proper orientation.
  • Bookmarks are created and databases are linked.
  • Physical documents are reassembled and post-prepped.
  • Images and index data are formatted and prepared for delivery.
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Deliverable

  • Electronic files and index data is organized for output
  • Files are written to DVD, Flash, Hard Drive, FTP or Cloud Upload
  • Deliverable media contents are verified
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Completion

  • Invoice is prepared and sent to client
  • Original documents and final product are delivered
  • Scanned images and client data is moved to our backup storage

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For Scanning Service

Free Guide

The Complete Document Scanning Playbook

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Inside this 40+ page eBook you’ll discover:

  • Digital Wins: Cut retrieval time and reclaim office space.
  • Scanning 101: DPI, color vs B&W, and dual-stream best practices.
  • Smart Workflows: In-house vs outsourcing, plus hybrid strategies.
  • Quality & Compliance: File formats, OCR accuracy, security checklists.
  • ROI Playbook: Hidden paper costs and money-saving prep tricks.
Free Guide

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