Data Capture
The indexing of documents requires a great deal of planning and evaluation to determine anticipated needs. Our goal is to help our customers determine the Index fields that are appropriate for the effective identification and retrieval of their documents.
ImageSource leverages the power of Kofax’s Ascent Capture software during indexing. We utilize a variety of tools, depending on each customer’s requirements.
Indexing
ImageSource uses a combination of methods to capture data and apply it to document images. Document Level Indexing, Barcoding, Database Lookup (if available) and Zonal OCR (if applicable) are the primary methods utilized by ImageSource. These differing approaches are used to reduce data entry errors and speed indexing. Each data collection method is described below.
Our Customers may wish to do some of the indexing themselves after the conversion has been completed and installed in the customer’s software retrieval system.
Validation
In this module, our indexing technician will review the documents and key in the appropriate indexing data. In cases where data is captured via barcode, database or OCR, the Indexing Tech confirms the data has been captured correctly and enters any missing or incorrect data. Documents will be visually checked for quality during this stage. If the image quality is substandard and needs to be rescan ed, the batch will be sent to Quality Control for review and possible rescan.
Verification
Verification is a process in which an indexing technician reviews the documents a second time and re-keys the appropriate indexing data. The original data is not visible during this process. If the data does not match the validation data, the software will not allow the tech to proceed to the next document, creating a “Double-Blind” indexing approach. Documents will be visually checked for quality during this stage. If the image quality is substandard and needs to be rescanned, the batch will be sent to Quality Control for review and possible rescan.
Batch Level Indexing
› One index value will apply to an entire group of documents.
› Conversion Technicians key in the index value during batch creation and the index value will automatically apply to all documents in that group.
Document Level Indexing
› A majority of indexing is done through Document Level Indexing.
› Conversion Technicians do “heads up” indexing by looking at the digital image on the monitor, not the paper image.
› A Double Blind Data Entry to ensure accuracy of indexing.
Database Lookup
› Pulls index information from customer’s existing database.
› During Validation, the technician enters one key index into a predetermined data field to initiate lookup.
› An effective method for indexing several fields quickly and accurately.
Barcoding
› Fast and accurate method of image indexing.
› Multiple barcodes can be placed on the page, allowing for multiple index fields.
› Page separation occurs simultaneously.
Mark Sense
› Leverages check boxes for data collection
› Fast and accurate method of image indexing
› Very effective when standard values are used – such as document type or year
› Used to automate data capture.
Zonal OCR (if applicable)
› Leverages standardized data field locations, such as forms.
› Extracts typed indexing data directly from the page.
› Used to automate data capture.