Digitization & Data Management Services
Digitization and DMS services include: Document Scanning, Tagging, Archiving and implementing Document Management Systems for easy retrieval.
All original records must be examined for their digitization suitability prior to the digitization process. This process will determine the extent of preparation required and ensure successful images are obtained from the digitization process. Considerations of the physical properties and attributes of the original documents will influence the image quality.
When the physical condition of paper documents is not acceptable, possible fixes could be to photocopy the original document or use transparent wallets. Poor quality originals will be marked as such prior to digitization. Ensure when removing staples or other types of bindings, the original document is not damaged.
Our high speed scanning services digitize your physical documents with the speed of the wind. STPL follows ISO 9000 compliant quality management processes which enable us the deliver on and exceed the expectations of the client throughout the project life cycle.
Our proprietary workflow management and tracking system uses a combination of automated software tools and manual data entry to offer high quality and cost-effective services. Our double entry, triple-compare process ensures optimal level of accuracy at the character level.
OCR Software takes images, and converts them to searchable text. The output can be a plain text file, or the industry standard today is an image with hidden text PDF. OCR can also be utilized to extract data from scanned images, providing a means to either harvest information, or create index fields for later search.
ICR Software provides the ability to recognize handwritten, or hand printed text. This process can be extremely accurate when the printed text is bound by boxes, or combed form fields. Handwriting is a little more complex, and typically requires many samples to be accurate
All data extracted is passed through strict quality control measures. Data extracted is matched on a 1:1 basis with the original document by an operator. This ensures high level of quality on the extracted data.
Standard Quality assurance practices are followed by STPL on the converted data to ensure the best quality of data output. Converted data is checked on a random basis and any batch found to have discrepancies is entirely rejected and Quality check is performed on these documents again.
Automated tools are used to ensure the quality of data captured by picking up random batches for quality check.
Quality assurance involves checking digitization processes and digital images against benchmarks to ensure that the benchmarks:
(a) are correct and suitably applied (b) are being met in practice.
Business processes rely on the accurate transfer of information. A streamlined document archiving strategy is the first line of defense against filing errors, labor-intensive information access, and the threat of paper overtaking your workspace.