Public Sector Industry Groups - Demo
City and County electronic document management systems
follow a consistent set of guidelines developed and matched
to the specific needs of each department. Important to the
process, however, is proper preparation of those documents
to be scanned. Spectrum Information Services proven project
management practices adhere to the following procedure to
insure that all documents are organized and ready for electronic
imaging:
Once the hard copy paper documents arrive, the actual papers to be scanned are logged and prepped for accurate and legible scanning. By this we mean that staples, paper clips and other non-paper obstructions are removed and that torn or dog-eared pages are straightened out. In addition, small notes and "post-it" tags that won't fit through a scanner are affixed to larger sheets that will move quickly through the paper scanners. Finally, separator sheets (bar code sheets) are inserted between logical files or records for a specific transaction or process to help with the indexing.
Finally, after all the scanning project papers to be scanned are ready for imaging - they are processed down the production line into the document management system of your paperless office. For an easy to understand multimedia presentation of this process, CLICK HERE.
- An inventory of each box is prepared that details what
documents and folders to be scanned are in each box.
- Bar coded documents are grouped together by logical
category, such as patient chart number or social security
number – for instance.
- Scanning folders are then organized by properly marked
and ordered boxes for electronic imaging.
- Records to be imaged are quality controlled to insure
that they are in the correct scanning folder.
- The boxes of documents and records to scan are then grouped together into logical batches and batch numbers are assigned.
Once the hard copy paper documents arrive, the actual papers to be scanned are logged and prepped for accurate and legible scanning. By this we mean that staples, paper clips and other non-paper obstructions are removed and that torn or dog-eared pages are straightened out. In addition, small notes and "post-it" tags that won't fit through a scanner are affixed to larger sheets that will move quickly through the paper scanners. Finally, separator sheets (bar code sheets) are inserted between logical files or records for a specific transaction or process to help with the indexing.
Finally, after all the scanning project papers to be scanned are ready for imaging - they are processed down the production line into the document management system of your paperless office. For an easy to understand multimedia presentation of this process, CLICK HERE.
