I haven't read the other responses yet, but I thought I'd tell you what we
do.  We just began imaging from scratch (in other words we were clueless) in
November 2002.  We use two Fujitsu 4097 Scanners which scan about 38 pages
per minute at 300 dpi.  Our business case for imaging was based on two
important document types being scanned.  One was vendor checks.  The other
was contract documents which we execute many of.

For vendor checks and contracts we receive the documents in, log them, prep
them into batches and scan them.  At this time the same person does a
quality assurance on each page of each image.  After the QA, indexing is
done.  We actually use a barcode report page on the front of each batch
which allows most index fields to be populated from indirect metadata from
our accounting and contract systems.  After indexing we view the index data
in a table to assure the indexing is correct.  After this we close the
batches and they migrate into our records management software.

While they are migrated, we still run a 2nd QA to check the PDF's created as
part of migration.  We only choose a few documents per batch for this 2nd
QA.  This QA may be done by either of the two assistant who image.  Finally,
a 3rd QA is done by myself or our Records Manager.  We select random batches
from a week's worth of imaging and perform this final level of Quality
Assurance.

Each person performing a step in this process from logging and prepping to
the third QA initials the batch cover sheet for the process they complete.
In the next few weeks we'll be changing the QA so that a different person
performs the initial page-by-page QA.  This was recommended by our internal
audit team.  They also recommended we create a process to assure that every
document sent to us for imaging is actually received and imaged.  I'm
working on that right now and hope to have that completed in the first
quarter 2005.

The reason we go to such lengths is it helps us meet most of the standards
that exist for ensuring the images match the originals.  I believe the IRS
has a standard and there are others.  We have not destroyed any imaged
documents yet, but our hope is to destroy the vendor checks within 60 days
of imaging.  Of course our contracts are signed originals and will be
retained for their retention period per our retention schedule.

Tom Wilson

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Shirley Calvert
Sent: Friday, December 10, 2004 7:07 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)
[log in to unmask]

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance