Receiving
Documents are received from the client
Documents are sorted in batches
Each batch is placed in one box / folder.
Capturing
Documents are captured via a barcode scanner once received to ensure an accurate track of all documents
Document is stamped by the capturing agents
Preparation
Documents are unstapled
Documents are sorted if required
Separator or barcode is inserted to separate the documents
QC: preparation team check for the capture tamp to ensure all documents are captured in the previous step.
Scanning
Documents are inserted into the scanner to scan all pages per document
Manual splitting is done at this step by the scanning agent if needed (in case barcode / separator was not recognized)
QC: Scanning count is compared to capture count to ensure no documents are lost / damaged during preparation or scanning.
Indexing
Once the batch is scanned, it is transferred to the indexing team
Indexing team will capture any required fields within the capturing system
QC: indexing team will review the image quality, if the quality is not acceptable the document is sent for re-scan.
Quality Control
Once the indexing is done the batch is transferred to the QA team to check a sample of documents.
If the sample is not accepted, then the batch is moved back for re-indexing
If the batch is fully accepted or minor corrections are required, then the QA specialist will do the correction and accept the batch.
Regrouping
Pages are re-grouped into one document and separators are removed.
Document returned to the relevant batch box.
Re-capturing
This is an addition QC step to ensure that all documents initially captured are in place within its correct batch.
Export
Once the batch is fully accepted, it is exported to the document archiving system for storage.
