Backlog Conversion

Document digitization is the process of converting physical documents into digital formats, such as PDFs or images. This process offers numerous benefits, including improved storage efficiency, enhanced accessibility, and streamlined search capabilities.

    1.Document Collection

  • The first step involves identifying the documents that need to be digitized and gathering them from various sources, such as file cabinets, storage rooms, or remote locations.>
  • Note : This step may involve an initial sorting of documents by type or date.>

    2.Document Reception:

  • : Once collected, the documents are received and logged into the digitization process. This step ensures proper tracking and accountability.>
  • Note: A document management system can be used to record the receipt process.>

    3.Document Preparation

  • Before scanning, documents may require preparation, such as removing staples, paperclips, or other attachments that could interfere with the scanning process.>

    4-Dcument Scanning

  • This is the core step where documents are scanned using high-resolution scanners. The scanning process may involve various settings, such as color depth, resolution, and file format.>

    5-Indexing

  • Each digitized document is assigned metadata, which includes information such as document type, date, author, and keywords. This metadata facilitates efficient search and retrieval.>

    6. Quality Control

  • A quality control check is performed to ensure that the scanned images are clear, legible, and accurate. Any errors or issues are identified and addressed.>

    7. Rescanning

  • If quality control identifies any issues with the scanned images, they are rescanned to ensure accuracy and clarity.>

    8. Reindexing

  • Edit incorrect entered data or update metadata associated with scanned documents to reflect any changes or corrections.>

    9. Export tO ECM

  • The digitized documents, along with their metadata, are exported to an Enterprise Content Management (ECM) system for secure storage, management, and access.>

    10. Regrouping

  • In some cases, the original physical documents may be regrouped and stored in a secure, climate-controlled environment.>

    11. Physical Archiving

  • For long-term preservation, the physical documents may be archived in a specialized facility that meets industry standards for storage and preservation.>