Document scanning Cycle:

1.Receiving Documents:

• After confirming of the work order, we collect documents to be scanned from our client.

• These documents will be moved for pre-procesing purpose.

2.Pre Processing

• Once you decide what information you need to capture, you need to prepare the paper documents for scanning.

• Paper jams are no fun, to prevent them we make sure to remove staples, paper clips, sticky notes (or tape them down so they can be scanned too); repair torn pages; and sort them into batches if the number is large.

3. Feeding documents into Scanners

• Are your documents in poor condition or having low contrast? No need to sweat! We use sophisticated Fujitsu scanners which provide exceptional image quality.

• We are professionals when it comes to both large and small scanning jobs.

• The Fujitsu scanners are one of the best in the industry with their perfect paper feeding systems.

4.Scanning Resolution:

• Most documents can be scanned at 200 dpi (dots per inch) resolution. We found this best as it provides good quality and clarity.

• 200dpi is the ideal resolution for OCR searchable files. It also occupies considerably less storage.

• That being said, we can scan your documents at 300dpi or higher resolution on request thought it might take up more time and storage.

5.Onsite Scanning of documents and image capture

• We appreciate that some files might be delicate or confidential and to help scan such documents we offer our services at the client's premises.

• With the help of personnel, expertise and scanning hardware that we bring to your location we ensure the safety of your documents.

6.File Formats:

From over hundreds of different file formats that we can deliver he scanned images, the most popular are:

• PDF

• Searchable PDF

• PDF A/file

• TIFF

• multi tiff

• BMP

• JPEG

Submiting Data

1.Quality control

• The process of scanning is not unattended at Vauntsquare. Here we give priority to integrity of your files. So our operators constantly monitor the images being scanned.

• Statistical quality controls enable checking batches and rescanning them in case of failure.

• Our team will also check i) Cropping ii) Rotation iii) Edge correction iv) Delete blank pages v) Ascending order of pages.

2.Indexing

• Once the scanning of documents is complete, they usually need to be indexed. The exact document scanning/indexing requirements will depend mainly on client needs . Generally, a simple index, using the index fields as the filename is more than sufficient.

• We can also provide scan data and index data in numerous formats such as, Comma Separated (.CSV), MS Excel.

3.OCR Optical Character Recognition/Searchable PDF Files:

• Searchability of text in scanned document is of growing demand.

• The printed characters on the document can be recognized and stored in the scanned file so that the data can be searched at a later date.

• In the case of searchable PDF files, an entire archive can be searched using the stansard acrobat reader.

5.File Formats:

• Your data is safe in our hands! We take safety of your data very seriously here at Vauntsquare.

• We will retutn it securely in a number of ways including USB stick(pendrives), HDD(Hard disk) and DVDs.

• This will also include daily reports, metadata, fields - numberof files, file names, page count and grand total.

Document Scanning service/ Document digitization Projects

Our staff will follow the Client instructions in collecting and required documents for corresponding section / department

We will make arrangement for the Scanners and Systems and Manpower and Preprocessing tools