TechTrek Capture Services
At TechTrek we support our customers to de- risk their conversion project, therefore we provide a fully inclusive price, this includes all pre scan preparation of documents, Black/white 200 dpi scanning, double key 'blind' indexing for 99.999% accuracy and Q/A. In other words there are no hidden costs and our client knows what they need to budget for the exercise.
There are other pricing mechanisms with labour charges per hour and costs for indexing at units of 1,000 keys. This can be very difficult to accurately predict and budget for.
Typical Process Methodology - CaptureTrackThe process methodology defined by TechTrek can be broadly classified into the following stages:
- Receipt of Document
- Document Categorisation
- Physical Numbering of Documents
- Document Unitisation (Logical Grouping of Documents)
- Data Capture, Compare, Quality Checks and Finalisation
Documents are dispatched from our client and an email is sent to TechTrek informing about the dispatch. A set of pre-defined processes are already specified for each individual client under a 'statement of work' document.
Based upon the client statement of work and requirements; TechTrek categorise the received documents into identical sets prior to scanning.
This process is termed as "Document Categorisation"
Document Categorisation improves accessibility and aids faster retrieval of documents.
Every page of the document is given a unique identification number as agreed with the client. These numbers may be handwritten, stamped or in the form of pre-printed labels affixed to the document. These unique numbers ensure proper sequence of pagination
ScanningThe following essential processes are carried out during scanning:
Removal of documents from file(s), de-stapling, removal of rubber bands
Removal of Bindings in case of physical books
Ensure that documents are Physically Numbered prior to scanning
Scan and create the images.
Reassemble the scanned pages in the original form and restore them in the respective files/folders.
Document UnitisationWe need to separate the scanned images logically before proceeding and we apply separator patch codes for the scanner to recognise the start and end of each document bundle.
Individual images are grouped into documents and attachments, if any, are mapped to its parent document.
Lot MakingThe documents created as a result of Document Unitisation are separated into manageable lots for easy Data Entry.
Data EntryDual Data Entry is performed on the documents.
Data is entered twice for every document by two different operators
Provision to link attachment with its parent document has been introduced during Data Entry stage
The output generated can be in the form of an access database
CompareAfter completion of Dual Data Entry, the lots are compared against each other and any errors can be corrected by a third operator process.
Quality CheckThe compared output file will be used for Quality Checks.
A 100% document browsing will be performed for accuracy and errors if any are corrected.
Merging & Finalisation
The lots generated after Quality Checks will be merged into a single database file using CaptureTrack software and uploaded to the document management system of choice.