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Scanning Services

Scanning service is a process that converts paper into digital images and then stores the resulting files into CD-ROM or imaging system for later retrieval.  In general, document scanning systems are fairly inexpensive to purchase (consisting of little more than scanners and PCs) but extremely expensive to operate, frequently account for as much as 80% of the total ongoing labor cost of an imaging system.  This makes it worth to consider our service which provide you:

  • convenience solution
  • eliminate large investment on expensive equipment
  • quality assurance
  • high-performance production
  • flexibility
  • low cost
  • no high maintenance cost

Understanding the Elements of Production Document Capture Document scanning encompasses a complex flow of processes that includes scanning but extends much further.  In general, production capture includes six operations, namely, batch preparation, scanning, OCR and image cleanup, indexing, QA and rescanning.

Batch Preparation
Batch preparation is an important first step in assuring a well-functioning document scanning  process. Key manual tasks include inspecting and separating documents, grouping documents into like categories, and designating the beginning and end of documents and batches.

Scanning refers to the actual transformation of paper documents into digital images.  Effective scanning requires precise control over a wide variety of scanners and scanner settings, including resolution, contrast, simplex or duplex operation, advanced thresholding options, etc.  In addition, scanning usually allows for in-line extraction of bar code information for purposes of indexing the documents for later retrieval.

OCR and Image Cleanup
Optical character recognition is frequently used in production capture systems to extract information about a document directly from the document itself.  There are two forms of OCR:  zonal and full-text.  Zonal OCR is typically used on forms, where only specific fields on the form are of interest.  Full-text OCR is used on free-form documents, such as legal briefs, to read the entire document and then prepare a searchable, full-text index of the document.

Image cleanup is a broad term that includes various methods for cleaning up scanned images to make them more readable.  Techniques include:

Deskewing, despeckling, deshading, streak removal, and other basic cleanup functions
Line removal and character reconstruction for use on forms

Edge enhancement, which sharpens character edges to increase OCR accuracy

Indexing consists of creating meaningful descriptive information for each scanned document and then writing this information into a database that will be used to retrieve the images later.  In most cases, the index information is entered by a keyboard operator based on information on the image itself, an operation known as "key from image."  In some cases, however, the index information is extracted automatically from the images via a recognition process -- typically optical character recognition or bar code recognition.  Some indexing information may also be assigned automatically to all images included in a particular batch.

Quality Assurance
Quality assurance entails systematic reviews and checks to ensure that the scanned images are readable and the indexes are accurate.  It includes methods for flagging bad images and explaining why or how images should be rescanned, as well as correcting errors or shortcomings in indexing.  The QA step can be performed either by a QA operator or by an index operator.


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