Scan Works for Backlogs Documents
Electronic archiving of documents
Archive is defined as the way to create memory for all the most recent and contents contained in documents. Through archiving for files, documents, a base of valuable archives is built that can be used and referenced in the long term. To achieve an authentic and authoritative concept of the archive, the archive needs to preserve its context in order to understand how, why, who created it, and what its content or form (the way it is presented as a document) is. Hence the importance of scanning documents and accumulated documents of all kinds, as we offer our specialized expertise in dealing with documents to create an integrated digital archive that ensures the safety of retaining the contents of documents and the ease and speed of access to digitally archived data in a protected database and through an advanced electronic archiving system.
Digital transformation solutions for paper archives
Archiving of documents has several stages and processes to reach the digital concept of archiving, perhaps the most prominent and important of which are the following:
Site Survey
The Team Conducts The Necessary Study And Analysis, Then Develops An Appropriate Perception Of The Client’s Archive to start the Implementation Plan. This Process applies To the Documents, Papers To Be Archived, as it is Varied According To The Quality, Size Of each Paper. This Questionnaire Includes All The Necessary Information, with The Necessity Of The details Status Of Documents And Files Before Starting Work That Makes It Clear To the Team working on it. The Facility Can Also Download The Survey So That This Form Can Be Filled Out And Sent To Us With The Quotation Request.
When filling out the form The following important points must be considered:
- The quantities of the documents, papers are approximate so that the size of the work to be worked on and the duration of the project will be known.
- The size of the paper, where the scanners differ in different sizes of paper between A4 and A1, and therefore this influence affects the duration of the project.
- Current storage method for knowing the sorting, saving method before scanning to provide the help.
- The team’s place of business is one of the basic things that determine the way of work whether it is within the facility or at the headquarters of our company.
- Specify the fields to be entered in the archiving system that reflects these transaction fields to facilitate search and quick and direct access to the required documents.
Sort documents
The sorting phase comes as a second stage, where documents are sorted and then divided to be archived in cooperation with the project manager appointed to reach the desired goal in all the phases of electronic archiving.
In the document sorting phase, the following aspects are considered:
Receive and deliver files
The receipt and delivery phase is the basic stage of the document exchange between our team and the facility team, where the files and documents to be archived are exchanged every day. The process of receiving where all the names of the files are written on official paper with an ID number and the quantity received from the files. Then we will provide a signature from our side to report the received documents, as well the receiver of the institution team will report the received documents.
The process of delivery is the same mechanism but differs by mentioning the number of papers and images produced for each file and a different ID number at the end of each day.
At the end of the project, it is necessary to match the names and number of receiving files with the names and number of delivered files. All photos, receipts, and deliveries are attached by the end of each day or as agreed upon with the facility. These documents are included in the project file for reference to all parties.
Arranging documents
The stage of document arrangement in which the received files are arranged within several sub-stages until they are prepared for the scanning stage. The importance of this stage is the speed of completion of the work in scanning and arranging the files professionally until it is scanned and returned as it was.
In the document arrangement stage, several sub-stages are produced:
Scan the sheets
The scanning stage is the most important stage in the processes of scanning documents for the accumulated files as it is the core of this work, where it is necessary to take into account the alignment of pages and size when scanning and separators of each section of the files. Each file is separate from the other so as not to confuse all papers and their order.
Review outputs quality
Quality and ensuring the final output of images is an essential stage for both the scanning processes, teamwork during the archiving. To ensure that no file or image needs to be re-scanned or approved to complete the workflow by entering its data.
Data entry
Entering the data and then specifying the fields in advance before starting scanning, where each department has its data form to work with it. The archiving system has the great advantage to create data entry fields that dynamically allow search for the transaction and quick access to the desired file. The fields for the labor are the main and unique factors of each transaction until they are entered in the custom fields in the generated form and then allow the user to search these fields for the selected transaction.
Review the data
Input review is the last stage of the scanning process, which allows for verification of the inputs with the respective documents to ensure that all fields correspond to the same transaction. After that, the adjustments can be used if necessary or confirm the inputs.
File Management System
The Most Organized And Accurate Method That Works On Document Management And Documents By Integrating The Process Of Preparing Documents With Automation Systems To Carry Out The Required Operations, And This Leads To A Significant Increase In Work Efficiency And Making Decisions In The Right Place And At The Right Time And This Means Increasing Efficiency Of The Follow-Up Process. This Method Is The Latest Method Used For Document Management As It Reduces Cost In The Work And Leads To Increased Productivity, And Saves Time, Effort, And Space For Employees In Your Company.
Electronic Archiving system
Leenamar system for professional electronic archiving on the latest features that suit all sectors.
Backlog scanning for Documents
Site survey, document sorting, receipt and delivery of documents, file arrangement and more
electronic archiving extensions
Leenamar provides electronic archiving services to save files and documents.
Cabinets for storing and saving files
Provision of automatic, electric and traditional types of filing cabinets
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