How does Document Scanning and Digitization Work in an Educational Institution?
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Document scanning and digitization are needed even in the education field. Space and physical file storage are massive challenges for schools and colleges too, not just multinational corporations. School administrators have tons of student information to process and store securely. Educational documents can include admission forms, faculty and other employee files, faculty records, students’ general education and special education files, students’ transcripts, yearbooks, school/college newspapers, etc. Document Scanning Essential for Schools and Colleges In the competitive academic environment, administrators and faculty have to deal with large volumes of data which are difficult to handle and need to be secured according to industry regulations. While the need to save resources is important, educational institutions need to abide by the rules prescribed for document retention. Education document scanning services enable educational institutions to access, manage and store their documents and records securely. Advantages of Outsourcing Scanning Outsourcing education document scanning helps overcome the logistical and security challenges of managing these documents. These services can help in:
Digitizing paper records which would help in organizing them better
Ensuring offline safety of educational files
Easier management of records
More efficient inclusion of new admissions
Speeding up workflows and processes
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Scanning and digitization of data can also keep it safe from natural disasters and disintegration that can occur over time. Superior document management software can ensure efficient and cost-effective digital document management. It can facilitate efficient indexing and easier search and retrieval. A user-friendly interface not requiring too many software upgrades is an added advantage. Some scanning services offer secure transportation of the documents to and from their facility. Others offer scanning solutions at the site. Decoding the Process The education document scanning process normally involves the following steps:
The initial step is physically collection the files from the client’s site using secure transportation means– not a factor if scanning is done onsite. Document scanning companies usually provide boxes for packaging the various documents and assign an employee to handle the transportation.
After the documents reach the service provider, they are sorted and arranged, and the staples, tags and paperclips are removed to ensure smooth scanning.
Then the scanning process begins. Reliable organizations use state-of-the-art scanners featuring automated, double-feed and ultrasonic image processing and color detection tools. The scanning can be done in the client’s preferred format – PDF, JPEG, TIFF, Word, Excel, etc. Efficient scanning software can scan even physically minute documents such as receipts to larger sizes such as A3. Scanning can be done in grayscale, black and white or full color.
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The next process involves incorporating OCR (optical character recognition) tools for converting the data to fully searchable text documents. Failure to make documents searchable makes the whole process worthless since school or college administrators would need to use these documents. They must be able to search and get to the document they need.
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Once the documents have been scanned, they are indexed on the bases of reference number, title, data, name, and address. Indexing services help the client to figure out the context of each document. Stringent quality checks are then carried out to ensure the files are up to industry standards.
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The scanned information is encrypted and then digitally sent to the customer using data storage devices such as pen-drives or DVD. The originals may be returned to the client or stored as specified by the client. If the material is not needed any longer, it is destroyed.
By partnering with a professional document scanning company, educational institutions can focus on their core tasks and be confident that their precious documents are securely stored in electronic format and retrievable whenever required.
www.managedoutsource.com
800-670-2809