The Document Scanning Process

Instruction forms to be written and signed

The instruction form is an important part of Cull Paperless Solutions quality assurance procedures which are an integral part of our ISO 9001:2015 quality accreditation. It ensures that the resultant digital images and any associated data are produced to the client’s specification. Both the client and Cull Paperless Solutions sign this document.

Confidentiality agreement to be agreed and signed

All operators sign a confidentiality agreement at the start of their employment with Cull Paperless Solutions. This is part of our standard employment procedure. Any specific confidentiality agreement required by client will be signed.

Sample of documents to be completed and sample approval to be signed

Prior to the full conversion project being undertaken a sample of records will be collected and a sample produced according to the signed instruction form. This sample would then be returned to client for approval. Until this sample is approved, the full conversion project cannot start.

Document Collection

This is provided by our own secure van service operated daily throughout the UK. Paper records are collected either in their existing boxes or alternatively can be boxed and labelled into secure storage boxes. All documents are taken from client to our scanning centre. Each collection is assigned a unique job number; this job number exists for the life of those records within Cull Paperless Solutions. This allows us to effectively retrieve any requested files and provides a complete audit trail.

Document preparation

Documents will be de stapled, unfolded and de-pinned where necessary. Barcode separation sheets are inserted behind each individual record to denote the start and end point of the document.

Once preparation is complete, paper files are sent to the scanning team.

Document scanning

By using high-speed professional production scanners, the resultant images which are produced are guaranteed to be of very high quality. With enhanced image control such as auto de-skew, border removal, auto contrast etc, the image size is also kept to a minimum, reducing the impact on client storage and network communications.

All records will be scanned in Duplex (double sided) mode. This ensures that no vital information is missing from the electronic representation. Blank pages are removed during the scanning process by an automated threshold detection process.

During scanning, the advanced double-feed detection systems employed in our scanners are constant operator QA helps to ensure image clarity is maintained.

In the event of paper jams, the document is deleted and rescanned in its entirety.

All Cull operators scan images according to the signed specification form. This form is agreed between both client and Cull Paperless Solutions and contains full details on preparation, scanning, indexing and return of media instructions. This document is an important part of our ISO 9001:2015 quality accreditation.

Any documents not matching the scanning specification forms are raised as an official non-conformance. We would require full contact details from client for each individual document type that we convert.

Data capture

Once scanning is complete, all records are indexed according to the client’s specification.

Indexing is completed from the image file and not from the original paper document providing further quality assurance checks on the legibility of the scanned image.

It is important to note that the indexing requirement is crucial to the whole document conversion process; Cull Paperless Solutions will work with the client to ensure that the correct identifying fields are used.

Image quality and checking

All resultant images are checked fully by our finishing department prior to transfer to media. This further and extensive quality check is in place ensuring a client receives a true and accurate representation of the original paper records. It is important to state that at each stage within the document conversion process a different operator has viewed the client’s digital image. This ensures a high-quality image is produced and returned to the client.

Confidential recycling

All documentation can, of course, be returned via our secured van fleet or put into Cull Paperless Solutions deep storage facility. Alternatively, we offer full confidential recycling service. Original records are kept for a period of time agreed between Cull Paperless Solutions and our client in storage, to allow time to check the resultant images and associated data. After which a certificate of confidential destruction is issued to the client, this must be signed for any destruction to take place. Documentation is then securely shredded ensuring total confidentiality; the resultant documents are then bleached, pulped and become recyclable paper.