Digitization of Documents

Operations related documents will be scanned, archived, indexed to increase the efficiency and

effectiveness of the document search and management. A software application will be used to

archive, search, download and print the archived documents.

The Proposed Process

The following process will be implemented by the High-Grade Solution, according to the specifications

and volumes of documents to be delivered after processing.

• Receive and Record Documents from the client.
• Scanning and Image storage of documents in folder hierarchy.
• Edit images to clean un-necessary dark shading in scanned images
• Indexing/renaming of Images
• Assure accuracy of index through QA process
• Gather customer documents to the original order.
• Record and return Archived Documents to the client.
• Handover databases with indexed images to the client.
• Installation and Training of DMS Software.

Document Management

Trained staff of High-Grade Solution will be deployed at the client’s premises, with necessary hardware

requirements. Documents received for scanning and indexing will be recorded in a register and the

staff responsible in document management will acknowledge the receipt. The completed documents

will be returned by entering in the same register, and taking over by staff from the client. The

process flow of the scanning and the image indexing is depicted in the following sequence

1. Receipt of Documents

2. Document Registration (Inward and Outward Register)

3. Unbinding

4. Sorting

5. Scanning

6. Re-binding

7. Image editing if clarity to be improved

8. Storage of Images in a folder hierarchy (pre-defined)

9. Data Entry (Fields identified for data capture)

10. Indexing of Images

11. Data validation/ verification