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0844 8004896 F.
01493 667657
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PAPER TO DIGITAL IMAGE PROCESS
Most document scanning projects will follow the following steps.
1. DEMONSTRATION
RWM will carry out a free trial using the prospective client's paperwork to help them evaluate how the service will help. This also allows RWM to confirm exactly what is required and help the whole process run smoothly.
2. QUOTATION
RWM will raise a quotation based on the sample paperwork provided for production of the demonstration CD.
3. COLLECTION
 RWM can arrange for a dedicated courier to collect the documents or the customer can arrange for delivery.
4. ARRIVAL AT RWM
The consignment is unloaded inside in a secure, double-gated environment.
The paperwork is checked to make sure no boxes are missing. Any inconsistencies are reported to the customer.
5. SCHEDULE
The number of pages is estimated, and along with historical data on previously similar work, an assessed lead time for the project is calculated. This information is imported into RWM's scheduling system which then calculates a completion date.
6. PREPARATION
Prior to scanning, the paperwork is subject to a number of processes which may include any of the below depending on the specific customer requirements :
Documents batched into distinct categories.
All fastenings removed.
Paperwork tagged to allow re-assembly to original condition.
Corners unfolded and creases removed.
All paperwork is uniquely identified and processed in specially designated areas.
In many projects the preparation of the paperwork is the most time intensive part of the overall process.
 7. SCANNING
The documents are then scanned through high quality bureau scanning equipment.
Operators visually check each image and re-scan where necessary.
8. VERIFICATION
Post-scanning all images are again verified and checked by an operator.
9. CODING/INDEXING
Depending on customer requirements data input is carried out by trained and experienced staff to code or index your documents.
10. RE-ASSEMBLY
When specified the paperwork can be re-assembled to its original condition. This is a normal requirement for investigative or legal work, but only very rarely required for archiving purposes.
11. PROCESSING
The electronic images are then processed into one of RWM’s products or into a customer's preferred format (for example searchable PDF or PDF-A for archiving).
12. DISC WRITING
 A final series of checks are then performed prior to writing the scanned data and accompanying indexes to Compact Disc (CD) for onward delivery, with or without the source documents, to the customer.
13. ACCEPTANCE
After an agreed timescale (usually 2 weeks after delivery of CDs) and after any queries are answered the documents will be returned to the customer. Alternatively, RWM can arrange for the paperwork to be confidentially shredded upon receipt of a signed Shredding Authorisation form.
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