Shirley:
I'd second Amy's comments. In our application we have separate people do the
batching, scanning & indexing. The indexing step involves comparing the
original document with the image. So it amounts to a page for page
verification. That approach has some limitations but it has worked out to be
the best compromise between QC & throughput. We also have separate QC steps
that monitor images deleted during the indexing process and batches that
have error flags.
We have tried to set our processes up so that they don't delay delivering
images to users. We shoot for having them available for viewing the day of
receipt or the next day. We meet that most times except when we're
completely swamped.
You should try to do as much verification as possible. How much will depend
on the resources you have. It can be a hard sell. Our management has been
very supportive as our application is critical to the core business of the
agency. Even so it can be difficult to explain in a convincing way how small
changes in process can significantly affect system reliability. Particularly
since the effects tend to be subtle and only show up over time. Many times
you come off sounding like chicken little.
The best approach is to be fanatical on QC even if it makes you look a
little loopy. You have to remember that people 10 or 20 years down the road
will have to live with your system - long after you're nothing but a faint
memory. They will either curse or praise you depending on what you've left
behind.
Strictly my two cents.
Jimmie E. Savage, CRM
Manager, Member Data Services
Teacher Retirement System of Texas
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On
Behalf Of Amy Conant
Sent: Friday, December 10, 2004 7:44 AM
To: [log in to unmask]
Subject: Re: Proofing Scanned Documents
Shirley,
Thanks for the question! Finally something I can respond to with a
reasonable amount of experience. To all of your examples it is yes and yes.
It depends on how critical the information, the quality of the scanner, the
quality of the document, and the quality of the operator. Our Human
Services department checks every page, and they have different people
prepping the document, scanning it, processing it and quality checking. The
RIM Manager also spots checks documents. These are documents that could end
up in court so they have a history on every piece of paper and a closed
system, meaning that no one but her staff can scan documents into it. It
has slowed her process down, even with a staff of about 15 in two locations.
We have our scanning for the rest of the county being done from a central
scanning area (Clerk & Recorder Office) or by each individual department.
With the centralized scanning they perform a cursory screen check for image
quality and the owning de!
partment is responsible for verifying each page is in the document. If
something is missing they return the pages to central scanning or insert the
pages on their own. Generally good quality documents are not checked page
by page, sadly good quality documents are not common. I would say that 90
percent of our scanning is checked page by page, but not usually by the one
who scans it. If you miss the page once while scanning it, you are often
going to miss it again. Similar to proofing your own work. I'll be glad to
give more detail if you need.
Amy Conant
Arapahoe County
EDMS Programmer Analyst
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On
Behalf Of Shirley Calvert
Sent: Friday, December 10, 2004 6:07 AM
To: [log in to unmask]
Subject: Proofing Scanned Documents
I would appreciate information from anyone who uses an imaging system as
to whether you totally proof everything that has been scanned or if you
do a quality check on a certain percentage of scanned documents. If you
do proof, do you use a different person to proof than you do to scan?
If you just do a quality check, what percentage of documents do you
check? We have been told to stop proofing and do only a quality check
to speed up our imaging process and I am not sure this is a wise thing
to do.
Shirley H. Calvert
Administrative Services Manager
Hoosier Energy REC, Inc.
P.O. Box 908
Bloomington, IN 47402-0908
812-876-0306
812-876-3476 (Fax)
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