|Data Archiving and Management Workflow|
Data Archiving stores information for long-term retention. And, it helps facilitate the retrieval process when information is once again needed, whether to enhance backup strategies or to simply align data with its value to an organization at any given time.
|Our Data Archiving Solution can help optimize an organization's information infrastructure in the following ways :|
Invoicing: The shipment of the documents (hard copies) is received from the customer. The hard copies are received along with a total count of the pages. The documents are kept in the “Documents Store”. The stores are air-conditioned, dust-proof with zero humidity.
Project Assignment: The Project is assigned to a team headed by a Project Manger (PM) who remains the one point contact for reporting and accountability.
Cataloguing: On assignment, the team first does a count of the total number of pages in various categories.
Reconciliation: A total count is done by the team and reconciled along with the invoicing received from the customer.
Allocation: The PM plans and makes the workflow process for the entire project detailing day-to-day activity. The PM allocates the books to his Team Members (TM) as per the workflow chart on daily basis to avoid collision and duplicates. This process of daily allocation reduces the risk of exposure of the hard copy to wear-tear. At this stage, the allotted books to be scanned as per the schedule are moved to the labs. Only authorized personal have access to the labs. The dress code to the labs is coats and dust-free footwear and has to be strictly followed.
Production: The TM carries the scanning as per his daily target. Every day, the required number of documents to be scanned is given to the TM as per the workflow process.
Scanning: The team uses the latest flatbed scanners to carry the scanning the process. The high speed scanners produce superior quality digitized content and images, in the lowest turn-around time.
Optical Character Recognition (“OCR”): The team believes in getting the first level output as accurate as possible. Text extraction through OCR is critical. The scanned output in the production stage goes through stringent processes and quality checks. This is important as it speeds up the entire process and it ensures quality level output moving into the next stage.
Enhancement: Cleaning, noise reduction; cropping etc of each scanned image is carried out to enhance the image further.
Proof-Reading: The scanned documents go through manual checks to have greater accuracy and less errors being passed to the Quality Control Stage.
Quality Control: This activity is very crucial and is monitored very closely. The documents post-production go through a stringent Quality Check to achieve the maximum level of textual accuracy. We use a mix of manual and automated processes to remove discrepancies and errors. The team at this stage verifies and signs-offs with the Production Department and gives a go-ahead for the indexing of the documents.
Indexing: Folders and sub-folders are created and the documents are indexed in the folders. The field-names of the folders and the sub-folders are created as instructed by the client in accordance with the search fields. The folders and sub-folders can be further integrated with a Search Engine to store, organize, manage and retrieve the data effectively.
Packaging: The documents are copied on the CDs/ DVDs or the required media as per the client's requirements.
Cataloguing: The contents of the DVD/ CD are labeled as per the specifications from the client.
Invoicing: The invoicing is generated for the shipment ready to be moved out from the labs.