In most cases, scanning is considered to be a straight forward process that requires a 'little' labour. On the contrary, it is the initial step of digitization of hard copy documents affecting the quality of the document life cycle management as clustering of the documents are conducted at this stage.

Scanned documents shall be integrated into document life cycle management with one of the four options; naming scanned files, OCR/ICR, indexing, and form processing. Even simple file naming requires the documents to be clustered – the document types have to be defined before the scanned documents take their part in the cycle.

Clustering or classification step, a part of analysis stage, with or without scanning is where the wisdom has its most value. The flows of the company and the knowledge of the company are based on the document types composed. Consequently, it is not surprising to have the analysis stage performing the highest scores in time consumed statistics of the projects completed.

Scanning is divided into five steps;

  • Separation is the initial step where documents are prepared for the high speed scanning by ripping out staples, removing stickers or taking out the documents from folders.
  • Scanning comprised of scanning documents with high speed professional scanners.
  • Indexing is the data entry step. Data operators those can type 50.000 characters per day are
    used for fast indexing.
  • Control step is the critical step of all process as the calibre of control directly affects
    the project delivery time. Quality of scanned documents and correctness of data entry is monitored.
  • Transfer is the last part of Scanning involving transfer of documents with attributes to the document life cycle application.