BPMS Guide

The Document Scanning Process Explained

Every wondered exactly what happens from start to finish when your documents get scanned? Below we outline the process from collection all the way through to digital image.

1. Collection

The first part of the document scanning process is to collect your documents. We operate a nationwide collection service via our secure tracked vehicles. If you need a daily service we can also offer a dedicated PO BOX service.

2. Preparation

The second part of the process is the preparation. Documents are prepared for scanning firstly by removing staples and paperclips and post it notes are replaced where they obscure text. Pages are straightened, aligned, rotated and gathered up into batches ready for the scanner.

3. Scanning

The third stage is the document scanning. We operate best of breed Kodak and IBML scanners ensuring only the highest quality images are captured. Our operators watch every document through the scanner meaning a real time quality control process is always in effect.

4. Quality Control

The fourth stage is quality control. Digital images are checked for quality and consistency once again.

5. Indexing

The fifth stage is indexing. Images are now passed to indexing to manually extract data in order for it to be accessed at a later date via an digital document management system.

6. Quality Control

The sixth stage is quality control of all captured data including verification against client master databases.

7. Delivery/Upload

The seventh stage is delivery or data upload. Your images are delivered back to you on a USB stick or uploaded into DocuWare as opposed to another cloud hosted system or database.

8. Shredding / Recycling

The final stage is shredding and recycling. Once you are happy you have everything you need your paperwork is either returned to you or securely shredded, pulped and recycled to current EU standards. A certificate of destruction is then issued.