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Subcontract the digitization of its documents / archives, what preparations should be anticipated

When delegating the digitization phase to an external service provider, it is appropriate to agree on the missions that must be carried out.

Conditioning of archives. Who is in charge of preparing the archives, to place them in suitable containers (cardboard boxes, plastic crates, etc.).

The inventory of archives. Who should take charge of mapping the funds to be transferred to the digitization center. Taking an inventory of documents when outsourcing digitization has several advantages and is a recommended practice for several reasons:

Document control and tracking: The inventory allows you to track all documents that are entrusted to the subcontractor. This ensures that every document is accounted for, scanned correctly and returned to the company.

Information Security: Inventory helps keep sensitive information secure. By identifying each document, the company can ensure that appropriate precautions are taken to protect confidential data during the scanning and handling process.

Auditing and Compliance: Certain industries and regulations require audits to be conducted and documentation of compliance. A comprehensive document inventory can facilitate these audit processes by providing a clear record of each document and its processing.

Versioning: Some documents may exist in different versions. The inventory helps track different versions and ensures that the correct version is scanned and archived.

Deadline Management: Inventory can help establish clear deadlines for scanning and returning documents. This allows the company to plan its operations accordingly.

Reduced risk of loss: By having a detailed inventory, the company minimizes the risk of losing documents during the outsourcing process. Each document is tracked and documented, reducing the risk of error or loss.

Clear communication with the subcontractor: An accurate inventory makes communication with the subcontractor easier. It sets clear expectations for what needs to be done, and provides a solid foundation for resolving any issues that arise.

Document inventory when outsourcing digitization contributes to more efficient, secure and compliant management of company information. This is an important step to ensure the success of the digitization process and data protection.

Preparing documents to be scanned.

The preparation of the documents will depend on the final need for indexing. Does the entire fund have to be digitized? Should everything be kept? Do documents need to be physically destroyed/retained? Preparing documents before scanning is a crucial step to ensure the quality of the scanning process and the accuracy of the results. This step involves several actions aimed at optimizing the documents before their conversion into digital format.

Here are some key aspects of document preparation:

Removal of staples, paper clips, bindings. : Before scanning, it is important to remove all metal items such as staples, paper clips, pins, etc. These items can damage the scanner and compromise the quality of the scan.

Disaggregation of glued pages: If pages are glued together, they should be separated before scanning to avoid loss of information.

Straightening Documents: Ensure all documents are properly aligned and straightened. Tilted documents can cause distortions when scanning.

Removing Dirt and Smudges: Dirty documents can cause lower quality scan results. Light cleaning may be necessary to remove dirt, dust or other contaminants.

Tear Repair: Damaged, torn, or folded documents may require repair before scanning to ensure the integrity of the information during conversion.

Sorting and Filing: Organize documents logically and coherently before scanning. This will facilitate the electronic management of documents once they have been digitized.

Identifying Missing Pages: Check to see if all pages are present and number them if necessary. This will make it easy to detect any missing pages during the scanning process.

Management of dividers, post-its: Sometimes information kept on post-its is of great importance. These media must be prepared to also be digitized (or discarded from the process).

Resolution Control: Knowledge of the documents helps select the appropriate resolution for scanning based on requirements. Documents requiring high image quality may require a higher resolution.

Performing these preparation tasks ensures that the scanning process runs efficiently, with quality results and reduced risk of errors.

Definition of output formats.

From the first steps, it is necessary to define the formats for:

Images. Determine the desired file format for scanning (PDF, JPEG, TIFF, ...) based on business requirements. It is important to integrate a quality OCR layer to facilitate searches in documents.

The quality of the images must combine perfect reading on the screen, perfect reproduction (printing) capacity of the document, appropriate file weight, perfect interpretation (decoding) by an OCR engine.

The data. The indexing associated with digitization will be valued in associated files: xml, csv, txt, xlsx... or directly injected into the Information System databases.

These different levers allow you to obtain excellent prices for the recovery of your documentary funds.

The ADOC Solutions teams support you in managing your documentary funds.

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