Scanning + Imaging

High Volume Scanning Services

DATAMARK currently provides ongoing and backfile document scanning services for many different types of documents, ranging in size, colors used, and quality. Each solution is customized to the needs of the client. Secure software integrations allow for easy acquisition and organization of the images so that the documents can be output and integrated into larger business workflows.

 

 

Document Imaging Services

When DATAMARK first receives Images they are identified and electronically sorted into the appropriate queues for further processing. Workflows are set up so that approved forms continue in the process, and unapproved forms or forms missing information are flagged and can be pulled from the workflow and returned to the provider. DATAMARK has developed software that can recognize an image that needs to be processed immediately and move it to the front of the workflow process to ensure a quick turnaround.

DATAMARK has the ability to scan and create images in several different formats and can easily comply with client's request.

 

 

Image Archives 

The image archival system archives all images that have been processed in the mailrooms. There are archival services that reside on application servers that insert the images and the relevant information captured into Oracle 10g databases. The database fields are indexed based on reporting requirements. On the client facing side, DATAMARK has a web based system that pulls both images and data in specific formats based on client requirements. The web based system resides on a Windows web server (IIS) and can be accessed only by a secure login. The web-based system can be used for viewing, auditing and reporting purposes. DATAMARK routinely develops systems for customers that enable them to log in and audit the images being processes against captured data through the internet.

 

 

Quality Control 

Internal audits are performed on regular intravels during the day to ensure that we have well over a 99% usable scan rate. Our auditors check for proper rotation, no folded corners, and legibility. The auditor also checks the beginning and ending DCN key identifiers in the image file to confirm it matches the ones documented on the header sheet during the scanning process. This ensures that no documents are missed during the document scanning process. If an acceptable quality cannot be attained, DATAMARK will denote with a “best scan possible” message as part of the image.

 

All source documents will have a document control number (DCN) or a client defined key field, like the case number sprayed on them at scan time for tracking purposes. This key identifier number will also be used to cross reference the imaged data with the physical document in case we need to pull and re-scan. Blank pages are automatically dropped. OCR and bar code scanning software will be used where high quality can be achieved to automatically capture preprinted data. DATAMARK will correct all imaging errors including rescanning any missing documents and make sure that multi page images have the same identifier for all pages.

 

All imaged bundles are routed through an internal audit program that verifies the quality of the image, and sort and header information (includes document type, received date, sequence number, etc.). Mis-sorts can be identified and removed from a bundle and routed back to the scanning process for resubmission. The remaining documents in the bundle are not impacted and proceed forward in the workflow. Sight verification is performed on the images to ensure correct orientation, legibility of image, and the accuracy of header information.

 

The auditor also checks the beginning and ending DCN in the image file to confirm it matches the ones documented on the header sheet during the scanning process. This ensures that no documents are missed during the scanning process. All source documents will have a document control number (DCN) sprayed on them at scan time for tracking purposes. This DCN will also be used to cross reference the imaged data with the physical document in case we need to pull and re-scan. Blank pages are automatically dropped. OCR and bar code scanning software will be used where high quality can be achieved to automatically capture preprinted data. 

 

**If you have any questions about DATAMARK's document imaging services, please contact us via the form below. Our contact information can also be found on the Contact Us page.