Our solution supports the collection, security screening, opening, and arrival ID assignment of existing or post-delivered paper-based documents, as well as exception management, and delivery to the target system. Our self-developed solution can be inserted into the document processing workflow following the document preparation stage, however, it feeds information into systems connected through interfaces in each work phase. Our digitization system can be implemented into the organizational infrastructure on a stand-alone basis, but it can continuously provide status information to connected systems through standard interfaces for the whole duration of the digitization process.
Digitization
The processing workflow starts with the manual preparation sub-process where incoming paper-based documents are flat-packed (taken out of the envelope, freed from paperclips, and given unique barcodes). The prepared documents are then taken to the scanning station to be digitized (scanning, reviewing image assets, performing necessary image manipulation tasks, exporting to further validation).
Connecting to other systems
Starting from the digitization work phase, the system can receive data necessary for processing (user data, user group data, filing information) through REST API interfaces, and it also provides document status, metadata, and content information for connected systems (document and process management systems) for the whole duration of the processing.
Export
The unique processing workflow control application uses the metadata to create the XML descriptions for the PDFs and performs the export. It then places the PDF+XML pairs in dedicated folders for the target system, so it can process them as scheduled.
Quality control, creating double-layer PDFs
The unique processing workflow control application monitors the completed image assets and their relevant description data, and assigns the quality control task to the appropriate processing team. During manual quality control, a web-based platform supports the comparison of the paper-based and digitized content, performing correction tasks, error and exception management, as well as the review and correction of metadata as required. The reviewed image assets are then sent to the OCR application which performs OCR and creates double-layered PDFs.