Enterprise Content Management (ECM): Best Practices for Backfile Conversion

The 2 main aspects of Backfile Conversion are Security and Quality.  Security within the document scanning process is tracking and maintaining records for each document through the workflow.  If a conversion workflow is tracked and accounted for efficiently, a quality product will be the result. 

In addition to maintaining records of documents it is not uncommon that someone will want to view one of the documents that are in the workflow.  If an itemized inventory list (tracking log) was created at the beginning of the conversion workflow and an entry to the tracking log was made every time the document was processed, it should take minutes to locate where the document is and provide either the hard copy or the imaged copy of that document for the individual looking for the document.

The conversion workflow process usually consists of incoming inventory, preparation of documents for scanning, scanning of documents, indexing, releasing of images into the Document Management System and outgoing inventory.  When an entry is made to the tracking log, the name and date should be included in the entry.  This will assign that technician the responsibility of the document during this stage in the workflow.  The goal with assigning responsibility is to add incentive for the technician to make sure the document is imaged clearly and indexed accurately.  Accountability ensures quality of work being produced.

Through the use of a tracking log documents are secure in that they know where they are at all times.  Technicians are held accountable for their work. 

 

Jeff Martin

Conversion Services Project Coordinator

ImageSource, Inc.

  

Kofax moves to a pay-per-incident (PPI) system. What are your options?

As of August 3, 2009, worldwide technical support via telephone for all versions of Kofax’s VRS has been convert to a pay-per-incident (PPI) system.  Fujitsu offers a toll-free technical assistance support line for all Fujitsu scanners and software during the warranty period.  The scanner warranty includes phone support for Kofax VRS products provided with the purchase of Fujitsu Scanners.  Contact ImageSource for Fujitsu Scanners with VRS and post sales support.

Leigh Woody

Program Manager

Does Your Scanner Like to Pull Multiple Pages or None at All?

Is your scanner refusing to pull one page at a time like it should be?  Try cleaning the pick up, seperation, and feeding rollers.  Most scanners have cleaning kits available with the necessary items.  Also check to make sure your documents are being properly prepped.  Proper document prep includes: removing staples and post-its, making sure the staple holes are not hanging on to each other, line up the corners of all the documents, and fanning the documents prior to scanning.

 

If you have done all of the above and the documents are still feeding poorly you may need to replace your rollers with are considered a consumable item. I know you can purchase all scanner comsumables from ImageSource, Inc.

Main Causes for Image Quality Issues on Fujitsu Scanners

Do you ever get those annoying lines on your scanned images and not sure what the problem is?  The majority of image quality issues experienced with Fujitsu scanners can be easily resolved by the user.  The first thing I would try is to clean the ADF glass.

On occasion there might be other hardware issues that could require a Service Technician to come on-site to resolve.  These include: dust on the optics and underside of scan glass assembly and old or defective lamps.  These issues can also give a back or front Optical Alarm error.

Another possible cause of image quality issues could be scratches on the glass assembly due to staples being feed through the scanner still on the paper.  Don’t forget to remove staples from paper before scanning!  The scratched glass would require a Service Technician to come out and replace that part.

If you think your image quality issues could be resolved with the simple cleaning or replacement of consumables, you can purchase any of these items from ImageSource.