• During the conversion process, all original documents and electronic image files are monitored and accounted for using a physical and computerized tracking system.
• Indexing, where required, is performed using automated methods and/or the key from image method.
• Quality control is performed throughout the conversion process.
• Scanning equipment utilizing automatic feeders incorporate double-feed detection components using ultrasonic and/or infrared technology.
• Scanning personnel incorporate physical quality control procedures as required, such as monitoring image quality and document integrity at every scanning workstation.
• Supervisory personnel inspect image quality, data accuracy, document integrity, and every deliverable to ensure strict adherence to project requirements.
• A sample, or pilot conversion process is performed to determine (or develop) the proper processes to meet the requirements of the Client’s statement of work (SOW).

Most document collections contain items requiring a unique procedure. Sticky notes, floppy discs, envelopes, and even napkins and brittle, deteriorating paper are often found in collections during digitization. We employ tried and true methods to properly handle and convert such items. A good example of special procedures processing is our approach to fragile document processing.

Common practices include, but are not limited to, the following:

• Fragile documents may be handled with white cotton gloves
• Fragile pages may be scanned utilizing straight paper path automated page feeders, hand placed on flatbed scanners, or other methods
• Fragile items may be scanned intact – staples, clips and bindings remain in place throughout the process.

During Project

Our policy is same day (two to eight business hour) response to a request for documents in our possession. This critical service is standard with every project. We provide this service based on the fact that these are important, working documents the client may need to access. Documents are delivered in the manner specified by the customer, including but not limited to; fax, e-mail attachments, FTP, overnight service or courier.

Post Project

QFI also maintains a backup copy of delivered files at least 6 months from the date of delivery, unless directed otherwise. Retrieval of backup files is performed within two business days of request, and shipped using the client’s preferred method.