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Hinton Davis

Hinton Davis

Business Development Manager at Docufree | Specializing in Document Scanning and Capture, Workflow Automation and Enterprise Content Management

The Bulk Document Scanning Process

Docufree’s Bulk Document Scanning process follows a well-thought-out methodology to provide secure service every step of the way. We’re proud of how we operate. 

Here’s how our bulk document scanning process works:

  1. Consultation
    The first step is to speak to one of our scanning experts. Our expert team will help you ascertain the size of the project, assess your requirements and, subsequently, develop the most efficient and cost-effective solution for your business needs.

    At this stage, we’ll also collect your data & document retention policy and assess any industry-specific compliance which your documents may be subject to.

    Lastly, we identify how you would like the digitized documents returned to you — via Docufree’s DocumentCloud, our hosted document management and workflow solution — or your own secure server.

  2. Collection
    Once the plan is in place, a secure vehicle will come and collect your documents at your premises, no matter where you’re based. Our fleet of vehicles are highly secure and tracked at all times and our drivers vetted correctly. We ensure that your data and documents are safe at all times.

  3. Production
    Upon arrival at our top-of-the-line facilities, all documents are checked in and barcoded. This allows you to begin electronically track your documents as they begin their digitization journey in earnest.

    Documents are prepared for scanning in our highly secure environment ensuring full protection of critical data.

  4. Scan
    Documents are scanned in line with stringent compliance laws and your industry-specific requirements. Our state-of-the-art scanning machines provide some of the fastest scanning available in the US.

    Documents are then classified and key data is captured using a mix of optical recognition technology (OCR) and AI. This step is required to make sure that your documents (and their contents) are simple to search for digitally.

  5. Quality
    We verify that all digitized information is up to our standards. Everything runs through our strict quality assurance process, and, of course, you, the client, verifies the quality.

  6. Storage
    Before the digitized documents are stored online, the data is checked in line with your document retention policy and industry-specific compliance laws.

    The data is then stored on our hosted platform, Docufree’s DocumentCloud or delivered to your core systems for easy access.

  7. Archive or Destruction
    With your data now digitized and easy to reach, physical documents can be archived or destroyed using accredited security protocols.

    On rare instances that you require it, arrangements can be made to return physical documents to the client.

 

While it seems like a relatively straightforward proposition, each step of the process is marked by security gates of sorts which ensure that your documents are vetted, tracked and safeguarded throughout. 

This is just one small aspect of bulk document scanning. If you want to know more about the questions that are helpful to create a document digitization plan or the unseen benefits of scanning, check out our Guide to Document Scanning. 

Is it time to find out first-hand how your business could manage its bulk scanning project? Our team members can help.

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