DOCUMENT AND DIGITAL ASSET MANAGEMENT

IIS’ Document Management Solutions (DMS) addresses the need to image, index, and categorize clients’ hardcopy documents and digitize them to be readily available for users across the organization. We establish Standard Operating Procedures (SOPs) for our Image Conversion process. Our experts are trained on the procedures, and adherence to them is verified through the Internal Audit group as part of the regular site inspections. These SOPs include the establishment of documentation for each distinct application, training acknowledgement for each operator involved in the application, tracking and logging of tasks and operators, and Quality Assurance (QA) inspections with any resulting corrective actions. Our SOPs also include a process for quickly retrieving and returning documents that the customer needs to have back during the imaging process. Documents can be returned either electronically through our image-on-demand service, or in hard copy.

Image Conversion Services

  • Backfile Conversion
    • Helps establish efficient and effective processes for bulk conversion of paper records
    • Process to reduce or eliminate the need for onsite physical records storage enabling agencies to efficiently utilize backlog records
    • Using web-based tools and electronic records provide an effective way to identify records that have met agency retention requirements and are eligible for removal that does not require personnel to physically examine the contents of every carton in storage
  • Day-Forward Conversion
    • Helps establish a day-forward conversion solution that smoothly integrates with existing business processes
    • Label documents for scanning prior to physical storage of the documents
    • Maintain a chain of custody with each movement of the material through imaging center to its final storage location
  • Image on Demand
    • Scan the documents as needed to meet unique records management challenges and provide faster access to the most essential business documents
    • Fast, easy and convenient retrieval
    • Pay-as-you-go service model with no up-front capital expenditure
    • Secure chain of custody

Image Conversion Process

  • Transportation
    • Transfer of the documents to be imaged from the customer is normally handled by our secure transportation, beginning the chain-of custody-tracking at the pickup point
  • Inbounding
    • Boxes of documents destined for the Imaging Center are received, logged into our inventory management system and directed to the appropriate location
  • Document Preparation
    • The standard document preparation includes removing fastenings (staples, clips, binder posts, etc.), unfolding, straightening bent corners, minor repairs, and taping small documents to carrier sheets. Job-specific preparation steps (e.g., the handling of sticky notes) will be performed as documented in the Statement of Work and the Imaging Center Operations documentation
    • Each box is prepared as required; the activity is logged and signed by the operator who signs off. A Quality Control (QC) inspection of the preparation work is performed (typically by the supervisor), logged and signed
  • Scanning
    • Prepared boxes of documents are scanned; the operator monitors the feeding and the resultant images, correcting misfeeds, multiple feeds, image capture, and image legibility issues as they are encountered. The software and hardware automated features are used where possible to ensure optimal image quality output without intensive and expensive manual intervention
    • A Scan QC inspection is performed, verifying the correctness of the document grouping and verifying the overall legibility of the images
  • Indexing
    • Documents will be indexed as documented in the SOW and operations documentation, using combinations of automated extraction and manual entry. If required, a double entry pass is performed to verify that the index data is correct and complete
  • Quality Inspection
    • Our standard QC Inspection uses the ANSI/ASQC Standard Z1.4 Sampling and Acceptance Plan, inspecting the specified number of random document images throughout the batch. Images must be present, complete, and a faithful reproduction of the original. Exceptions are corrected and noted; corrective action to prevent reoccurrence is documented. If the number of exceptions discovered exceeds the Plan’s rejection boundary, the batch is returned for 100 percent paper to image inspection and correction
  • Output Packaging and Release
    • The resulting image set and associated index information is packaged by the capture software as required and released as designated. Standard output image formats include single- and multi-page TIFF G4 image files and multi-page, image-only PDF files. Optional formats include multi-page image plus text PDF files, PDF/A files, Bates-numbered, single-page G4 TIFFs, and less popular formats. Standard index-file formats include delimited ASCII text files and ODBC-compatible files. Custom outputs are available through our Professional Services
    • Output packaging produces image and index information suitable for ingestion into the destination system and is dictated by the requirements of that system. Common formats include XML packaging and output for specific business systems
  • Output Transfer
    • Options for the secure transfer of the output package to the destination system include a Secure FTP transfer, the use of media carrying encrypted data, and custom communication links. To protect the image conversion results, we encrypt all output to media using an AES 256-bit encryption. The decryption key is conveyed to the customer separately. Retrieving the conversion information from the media (DVD, USB drives) requires entry of the decryption key
  • Post-Imaging Document Handling
    • Following the image conversion process, the source documents may be stored securely with IIS, held for a short time pending destruction authorization, then securely shredded by IIS or returned to the customer