CAP-05Digitisation
Document digitisation.
Paper and scanned records turned into indexed, searchable files, with the data you need pulled into structured fields.
§ 01Overview
Overview
Paper records are slow to search and easy to lose. Scanned images without an index are not much better. Digitisation is useful when a person can find the right document in seconds and the key fields are already in a system.
The proposed method covers the whole chain: receipt of the files, scanning, indexing, text recognition with human checks on the fields that matter, and a clear rule for what happens to the originals.
Input
- Physical files and registers
- Scanned images
- Index requirements
Output
- Indexed, searchable files
- Extracted field data
- Batch reconciliation sheets
- Custody log
§ 02What it covers
Scope, line by line.
Scanning
To an agreed resolution and file format, including PDF/A for long-term records.
Indexing
By document type, period, party and reference, so files can be found without opening them.
Text recognition
OCR for searchable text, with a second person checking the key fields.
Field extraction
Invoice, voucher or employee-file fields pulled into spreadsheets or your systems.
Retention schedule
How long each class of document is kept, and how it is disposed of.
Chain of custody
Batch counts at receipt, scan and return, so nothing goes missing in transit.
Areas of operation
§ 03How it runs
The digitisation line,
stage by stage.
The same five-stage discipline as every request: intake, validation, processing, review and delivery, shaped for this work.
§ 04Controls
Checks built in,
not added on.
Intended practice · to be confirmed
- Batch counts checked at receipt, scan and return
- Key fields verified by a second person
- Scans stored with access controls
- Originals returned or destroyed only on written instruction
RolesWho does what
You keep
- The retention schedule
- Instructions on originals
- Access decisions
AKOS does
- Plan batches and index
- Scan, index and verify
- Extract fields
- Keep the custody log
Personal data handled in this work follows the data-handling model on the How it works page.
§ 05Questions
Common questions.
Q01Is a scanned copy a valid record?
It depends on the law that requires the record. Some records may be kept electronically; some originals must still be kept. Confirm each class with your advisers before disposing of paper.
Q02Can you work at our premises?
The proposed options include on-site scanning where records should not leave your office.
MoreOther capabilities
Other proposed capabilities
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