Standard Process for Managed Document Conversion and Outsourcing
OCR-IT Document Conversion Services Team uses the following methodology and project progress tracking for every Document Conversion task.
|Client||INITIATION||Issue the Order for Service, complete Service Agreement, discuss project progression.|
|Client||PREPARATION||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.|
|Client||SEND||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:
– Local pickup (for urgent projects)
|OCR-IT||SETUP||Documents are received and checked for transmission errors. Processing profile is created. Processing settings are confirmed to client.|
|OCR-IT||PROOF RUN||A small sample set is processed using created settings. Processed set is delivered to client for review.|
|Client||PROOF CHECK||Sample is reviewed and settings confirmed. Upon confirmation, OCR-IT locks down settings to be used for the entire volume.|
|OCR-IT||PRODUCTION||Entire volume goes into production with confirmed settings. Progress updates are provided every 48 hours to completion.|
|OCR-IT||QA||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.
|OCR-IT||DELIVERY||Entire result is sent to Client using same delivery method as in SEND stage, unless explicitly requested by Client to be something difference.|
|OCR-IT||BILLING||Invoice covering processing results is sent. Final processing report is also provided.|
|Client||ACEPTANCE||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.|
This process can be customized and adjusted to customer-specific needs and requirements.
OCR-IT offers incremental deliveries for large projects, which provide our clients with processed documents in stages, based on mutually agreed upon schedule.