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WHAT YOU NEED TO KNOW

Frequently Asked QuestionS

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Table of contents

What should be done to ensure every scanned image is clean? 



Every scanned document must be legible and clear before it is added to permanent electronic storage. The Scan Operator must check the screen after every scan to ensure document integrity, following tried-and-true rules for document clarity. 

How can incorrect titles on scans be corrected? 

Mis-titled scans create a load of unsearchable documents. It’s often a simple smudge on a page that causes the system to misread and misspell the title. The Scanning Operator must always check the documents against what’s on the screen to ensure the title is accurate. 

What happens if documents are mis-collated? 

Assembling documents in the wrong sequence can lead to incorrect document titles, making the documents unsearchable. Having the pages labeled correctly is key for optimal use. 

What is the risk of scanning multiple documents together? 

Failing to use separator sheets or not ensuring documents are separated can cause multiple documents to be stored under one title. This creates significant issues when trying to find those misfiled documents. 

Why is it important to number pages before scanning?

All pages in a document should be counted and numbered before scanning and then compared to what is on the screen. Missing this step runs the risk of not scanning every page. 

What is the risk of immediately shredding documents after scanning? 

Scanning and then immediately shredding documents risks incorrect scans with no originals to refer back to. The correct policy is to check the system the next day for documents scanned the day prior to ensure accuracy before shredding. 

Why should staples be removed before scanning?

Staples increase the likelihood of missing a page as one may be “hidden” behind another, resulting in an incomplete file. Additionally, staples can scratch the scanner’s glass, potentially ruining the investment by causing lines on every page. 

What is required for proper scanner maintenance? 

Scanners require regular maintenance for the best image quality and functionality. The Scanning Operator should clean the glass daily, and clean the paper chute, rollers, and sensors once a month. Page rollers should be replaced annually or every 200,000 pages, whichever comes first.

Why is document knowledge important for scanning? 

The Scanning Operator should be able to identify all documents to make intelligent decisions about their organization. Proper identification also ensures they know who to approach if they encounter missing information or have questions.

What are the two types of document capture? 

Document digitization can occur in two ways: capturing the image of the document (like converting paper documents to PDF, JPEG, or TIFF formats) and extracting relevant data to place into a database (e.g., digitizing credit card applications to capture form data only).

How should documents be prepared for scanning? 

Preparing documents involves removing stapler pins, sticky notes, unfolding paper corners, and repairing torn pages. Then, organize the documents into batches for efficient scanning. 

What is a document audit and why is it necessary? 

A document audit involves reviewing filing cabinets to eliminate duplicate and unnecessary documents, which saves time and reduces storage needs. 

What is involved in the conversion of documents? 

Documents are converted using scanners, multi-function printers, or even camera phones, and can be saved in formats like TIFF, JPEG, PDF, or GIF. The process should include using appropriate optical character recognition software to create searchable digital content.

What is image cleanup in document digitization? 

Image cleanup improves the quality of digitized documents using software features like deskewing to straighten images, rotating misfed documents, despeckling to remove dots, and detecting blank or double pages. 

How is quality control maintained in document digitization?

Digitized data is validated either by an expert or through automated processes such as database lookups, which help identify and flag poor quality images or documents that need to be rescanned. 

What recognition technologies are used in document digitization?

Various technologies include OCR (Optical Character Recognition) for machine printed text, zonal recognition for specific fields on forms, OMR (Optical Mark Recognition) for check boxes and filled-in bubbles, ICR (Intelligent Character Recognition) for hand-printed characters, and barcode recognition. 

How is data security managed after document digitization? 

After conversion, it’s crucial to keep digital documents secure. Saving them on disks or flash drives helps prevent damage and loss. 

Why is indexing important post-digitization? 

Indexing documents, whether through auto-indexing with barcodes or manually with data entry professionals, ensures they can be easily retrieved when needed.

What are the benefits of digitizing documents? 

Digitization allows for easy access to documents, eliminating the need for physical filing systems, enhancing workflow efficiency, and improving customer service. 

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