DOCUMENT CAPTURE AND IMAGING

IIS provides a wide range of information sources, collection mechanisms, and numerous file types and databases on various contracts to various federal civilian, state, local, and Fortune 500 customers. Irrespective of operating systems used at different agencies, we support highly complex files, research projects and complex imaging and documentation solutions. To address the increasing requirement to share and transfer files – for research, patient care, and endemic studies – in situations where achieving instant and easy access to digital information, we perform powerful data and image analysis, and obtain actionable knowledge and wisdom through important IT goals, and impediments. With our holistic approach we provide agency users with access to and conversion of various types of information currently residing on multiple mediums and formats into integrated digital assets. As accuracy is of paramount importance in the area of imaging, our approach to imaging provides a consistent and complete method to ensure a high level of quality in the processes and outputs. We use proven and comprehensive approach to records management and file conversion methodologies and retrieval tools to deliver on these high-priority imaging and image sharing goals in lines with NARA regulations.
IIS’ imaging methodology focuses on providing a holistic approach to imaging services required by our customers. We bring expertise and knowledge with proven technical capabilities to demonstrate and deliver imaging services, and implement an innovative methodology for imaging services. Our approach minimizes the number of people involved in the imaging process from preparation till extraction of imaging documents. Our approach covers the document preparation, scanning, recognition of characters, extracting and exporting the documents into the Enterprise Content Management (ECM) system.

Through our approach, we perform the scanning and indexing processes and associated tasks that are automated for government agency users. We apply indexing of metadata to the documents using IndexPlus modules queue, so that other users can view the documents. We define a process flow that initiates for preparation of documents, capturing, indexing, cleaning, extracting, and exporting the documents to be stored and directly managed by ECM. This leads to improved efficiency by covering all the areas required of successful imaging solution. Our comprehensive, enterprise level approach to imaging services leverage vetted CMMI ML3 APP-DEV, and ITSM practices, and specific subject matter expert (SME) knowledge to deliver superior services.

IIS uses high speed scanners for paper based documents to convert and store them in a recordkeeping system as a digital/electronic format. We use barcode scanner for numbering all the incoming documents and segregate them by case number, document type, field type, and place it accordingly in different folders. We list out the case file names within the agency records database (date of coverage for the files, the classification number, and the transfer date) and convert all the incoming paper based documents using Optical Character Recognition (OCR) technology. We ensure the converted images are in desired format (tiff, jpeg, pdf), and the converted documents/image documents are accurate and easily searchable to retrieve the document based on the keywords and readable by machine code language ASCII.

IIS provides a phased approach to manage various types of media and information into dedicated archival solution that include – Line data management through automated uploads into the data archiving system; Microfilm and fiche stored in an environmentally-controlled, dedicated, private vault; Image-on-Demand, microform conversion in a dedicated environment; Local paper conversion services in a dedicated environment; and Dedicated data hosting/archival environment.

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Preparation of Documents – Our ECM default import and export components are integrated with complex object model to enable the automated classification and attribution of objects created during the import process. We incorporate a multilingual user interface to serve various users. We address the security issues through creation of different user groups with user/role based authorization access (RBAC). We also integrate Microsoft Active Directory to enable seamless security management. We design and implement an end-to-end high-availability ECM solution to deploy, complete with clustering, load-balancing and failover. Our proven automation in document preparation has led to a substantial streamlining of business processes, to respond quickly and effectively.

Scanning – Our proven scanning process uses an easy to use CaptureFlow Designer GUI tool, which drags modules from a pallet onto a workspace and connects them to form process. Our SMEs provide requirements gathering, design, development, testing, and deployment support to upgrade the tool while refining its function and expanding its capabilities to help future scaling as users and documents that need imaging grow. Our modules for imaging are powerful tools, where the processes can be configured to take care of all the modules and capabilities with user-friendly operation (clicks). Initially, documents are prepared for scanning process with basic index information from the collections or the folders, which includes medical imaging, geospatial and scientific imaging, imaging related to laboratory and for security imaging.

Optical Character Recognition (OCR) – A key part of our imaging strategy relies on the automated ability to quickly scan documents and immediately convert them to multiple image formats and perform automated optical character recognition (OCR). At this stage, image conversion, image content management, document imaging, and image analysis will be automatically performed by the application. The capture process creates an OCR version of the document, converts it to PDF, updates an external database, and stores the image documents in a particular folder hierarchy in the ECM. These images are then sent to the back-end system via ECM such as EMC Documentum and Alfresco, along with the OCR metadata. After successful storage, the images and meta-data can be accessed using Documentum’s Digital Asset Manager (DAM). The DAM can be leveraged to manage and display these images.

Extracting – Our imaging system leverages multiple recognition technologies – including OCR, ICR, OMR and barcode recognition – to automatically extract data from documents. Imaging system provides with key-from-image indexing support, zonal OCR, and OCR rubber banding for quick document data extraction and indexing. Our system enables data extraction from identified documents, performs optical or intelligent character recognition (OCR) to extract machine and handprint, and reads bar codes to alphanumeric data.

Exporting – Our export system module includes image, index, and .pdf exports. Image export writes out image files to the local folder to be accessed and processed by other modules. Index export generates ASCII text files containing collected data during the capture process. PDF export allows all the PDF files generated by Prime OCR modules to be exported to the local or network folder, to be further processed. Our export module exports image data and index data into an ImagePlus repository. The image content is preserved in folders and documents, while index data is formatted and stored as attributes.

Meeting required milestones for deliverables will be a direct result of our streamlined image processing services. The process clearly identifies and outlines the process adhering to NARA Imaging guidelines. Our imaging services is a scalable solution that optionally uses multiple servers to manage resources. It can also process large amount of data from throughout federal government agencies’ enterprise. It is integrated to support multiple languages and system locale settings.

IIS is also responsible for all phases of the work associated with the major activities, including:

  • Boxing and inventorying the documents for off-site scanning
  • Tracking the boxes for transfer to an off-site scanning location using chain-of-custody procedures
  • Ability to locate, pull, and transmit documents as requested by the customer during the scanning operation
  • Advise on enterprise document metadata standards, electronic file naming conventions, and options for search/access/retrieve images
  • Indexing and scanning the documents
  • Conducting quality control procedures on the images
  • Destroying the designated portion of the documents
  • Reassembling the designated portion of the documents
  • Boxing and inventorying the designated portion of the documents for transfer to the National Archives and the Federal Records Center