Alert – Kindly note that NexGen Data Entry do all projects in-house and do not entertain outsourcing to a 3rd party or individual.

Going from Paper To Digital – The Step-by-Step Process of Document Scanning and Indexing

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Every business that decides to go digital has to go through a transition process wherein the existing physical documents are converted into digital data. This is a meticulous process that takes significant time and effort. You need scanning devices and resources who are experienced in completing scanning efficiently. Bulk scanning requires multiple devices and software that converts the physical documents into the digital format feasible for the organization. These require significant investment and to avoid the same businesses outsource document scanning services to competent BPO services India. Sometimes, these documents have to be manually converted into a specific format or input into the Business Intelligence software to be used for analytical purposes. The outsourcing partner will take care of converting physical documents into the required digital format in the following way:

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Once the outsourcing partner is decided upon, they visit the client’s place to assess the volume of documents and the condition in which they exist. If the documents can be transported to the premises of the offshore scanning services partner, which is the ideal case, they arrange the transportation vehicles and carefully shift the documents. Every document is listed and accounted for citing its present condition. This list is verified by one of the employees of the client and a copy of the entire list of documents shifted is provided to the client. The outsourcing partner undertakes to ensure safety and privacy of the documents they digitize.

Once the documents reach the premises of the outsourcing partner, they ensure proper storage of the documents and allocate the resources to scan them batch by batch. The documents are shortlisted based on relevance and then again prioritized. Bulk offshore scanning and indexing involves the use of multiple scanners and intelligent scanners that can convert the physical documents into images or text documents as the client wants them. Depending upon the client’s requirements, budget provisions and resource allocation, the outsourcing partner will use the scanner, normal or intelligent, to convert the physical documents into digital ones.

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Finally, certain documents may have to be manually input to be usable. Some documents can be stored as images for reference but some have to be stored in a structured way in the database for easier access and processing. When you outsource indexing services, the outsourcing partners will ensure easy access to your files by indexing them using the apt software, specifying the key fields. Manual data entry is also done for documents that cannot be scanned legibly. The outsourcing partner will assign it to the data entry operators that understand the business to ensure minimal errors. This data is cleansed along with the rest of the digitized documents and processed for future requirements. The physical documents are either returned to the client or destroyed safely forever.

While scanning digitizes the documents and stores them in the hard disk, indexing makes sure that the digital documents can be searched through faster. Indexing is done based on the most frequently queried information. Structured data is input directly into the software or converted into a feasible format to be batch processed by the BI software. This completes the document scanning process.


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