Document Prep and Litigation:
upon the documents arriving at our office they will be secured and then put through our document litigation process to prepare them for scanning. This involves removing all binding artifacts such as staples, paperclips, rubber bands, and etc. As well as correcting any folds or tears that may inhibit the document from being scanned properly. During this phase the documents will also be checked for small attachments like taped on scratch notes and sticky pads. These will be either scanned separately or attached to the paper securely before scanning. If an image is deemed “un-scanable” by our high speed scanners it will be removed from the batch and set aside for flatbed scanning or post-litigation. This pre-litigation serves as the first step in our quality control system.
Multipage documents will be divided by barcode sheets at this time allowing our software to split the files at the correct place. Single page documents, such as the service cards can be scanned to individual pdf documents automatically.
After scanning the post-litigation process will involve replacing the documents in the proper file container in the correct order without any type of binding artifact. Separator sheets and barcode sheets may be pulled from your files at this time as well.
after completing the pre-litigation the documents will be fed through our scanners to create the proper electronic file copy of your document. These documents will be scanned to our shared office file system so that from there they may be indexed, captured, and processed with ocr (optical character recognition) when specified. This phase serves as our second step in our quality control system.
Indexing and Attribute Capture:
our team members will capture the index and attributes through proprietary software. This software was developed with handwritten indexing in mind due to the fact that handwritten ocr is not reliable at this point in time. The software allows our team members to view the previously scanned document on one side of the screen while they input the data on the other. With some minor changes to a configuration file, the team member will have the exact blanks to fill in per document type, decreasing the chance of any missed index fields
Depending on the project requirements indexing will be completed by independent teams that are assigned to each document type. Thus, each document will be indexed by someone who is only indexing that particular document which will help in project completion time and assist in error reduction. In addition, all images with handwritten fields will be indexed by capture teams who specialize in data entry from hand written forms. During the indexing phase and the attribute capture phase of the project each entry will be captured twice by two independent team members for enhanced accuracy. The result is two separate data feeds, which are then passed through the file system for comparison. The data comparison will compare all data elements between the two streams and record and flag any streams that differ. At this point they will be qued for third hand review and corrected. This results in a highly accurate attribute capture for your database and a successful indexing of your documents.
All documents are scanned on high quality high volume scanners. This allows us to create high quality images of any document type whether it is digitally created, hand written or a photograph. All of our scanning equipment is maintained at regular intervals with tune-ups and roller kits to help prevent any damage to the documents while they are being fed through the scanners. Quality control for your images will be done in a minimum of four steps.
- First, all documents are examined during the document litigation process (removing staples, rubber bands, paper clips, and inserting proper barcodes) for damages or other marks, folds or issues that might cause the document to become unreadable during the scanning phase. If something is found at this point it is marked for individual processing.
- Secondly, another set of eyes will see the images as it is being scanned into our file system. This ensures that the images that are being created are readable, angled properly, and cleaned up digitally. If an error is found in a batch of documents we will repeat that batch to ensure all the documents were scanned properly.
- Third, during the indexing and attribute capture stage a third set of eyes will view the image to read and capture the data from the file. If the image is found to be damaged or unreadable the indexing specialist will alert the scanning team and the files will be reimaged properly.
- Lastly, files that have been scanned, indexed and captured will be spot checked for correct information in both the indexed data and the attribute data.