Key takeaway
<h2 id="document-conversion-and-outsourcing">Document Conversion and Outsourcing</h2>
<p>OCR-IT Document Conversion Services Team uses the following methodology and project progress tracking for every Document Conversion task.</p>
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<td><strong>Party</strong></td>
<td><strong>Stage</strong></td>
<td><strong>Task</strong></td>
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<td>Client</td>
<td>INITIATION</td>
<td>Issue the Order for Service, complete Service Agreement, discuss project progression.</td>
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<td>Client</td>
<td>PREPARATION</td>
<td>Prepare documents for processing. Documents should be in PDF (without password protection or content extraction limitations), TIF, JPEG, BMP, PNG file format. Documents may be in sub-folder structure, or in a single folder. This original structure will be preserved for Delivery.</td>
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<td>Client</td>
<td>SEND</td>
<td>Documents should be provided to OCR-IT for processing. Media options are: – FTP (OCR-IT will provide secure FTP location) – HDD (Recommended for large volumes over several GB) – Any other standard storage media, such as USB drive, flash card, DVD, etc. Sending options are: – FedEx – FTP – Local pickup (for urgent projects)</td>
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<td>OCR-IT</td>
<td>SETUP</td>
<td>Documents are received and checked for transmission errors. Processing profile is created. Processing settings are confirmed to client.</td>
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<td>OCR-IT</td>
<td>PROOF RUN</td>
<td>A small sample set is processed using created settings. Processed set is delivered to client for review.</td>
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<td>Client</td>
<td>PROOF CHECK</td>
<td>Sample is reviewed and settings confirmed. Upon confirmation, OCR-IT locks down settings to be used for the entire volume.</td>
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<td>OCR-IT</td>
<td>PRODUCTION</td>
<td>Entire volume goes into production with confirmed settings. Progress updates are provided every 48 hours to completion.</td>
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<td>OCR-IT</td>
<td>QA</td>
<td>Upon completion, results are checked using following techniques: – Total count IN = total count OUT – File name IN = file name OUT – Random spot check to verify successful processing (searchability) and desired file format output (per settings) NOTE: Some projects may or may not include manual verification of text.</td>
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<td>OCR-IT</td>
<td>DELIVERY</td>
<td>Entire result is sent to Client using same delivery method as in SEND stage, unless explicitly requested by Client to be something difference.</td>
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<td>OCR-IT</td>
<td>BILLING</td>
<td>Invoice covering processing results is sent. Final processing report is also provided.</td>
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<td>Client</td>
<td>ACEPTANCE</td>
<td>Client has 2 calendar weeks after receiving the DELIVERY to check results and communicate any questions or issues. After 2 weeks after client receives results, unless otherwise requested by Client, project is considered delivered and closed.</td>
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<p>This process can be customized and adjusted to customer-specific needs and requirements.</p>
<p>OCR-IT offers incremental deliveries for large projects, which provide our clients with processed documents in stages, based on mutually agreed upon schedule.</p>
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<p>Ready to automate your document processing? <a href="/contact/">Contact WiseTREND</a> to discuss your project.</p>
Document Conversion and Outsourcing OCR-IT Document Conversion Services Team uses the following methodology and project progress tracking for every Document Conversion task.