BUSINESS CHALLENGES
Our Client
DIGI-TEXX’s client is a leading investment management organization in Vietnam. They’re looking for a trustworthy solution for digitizing numerous collections of physical documents.
Project Challenges
The client’s data analytics team deals with a huge volume of financial records, including accounting documents, credit points, stock market analysis, etc. Due to the different sizes of the documents, from A4 to tickets and bills, our team needed to be flexible and detail-oriented.
The client requires high-accurate and high-security control for all scanned documents to prevent data leakage. Besides, all the scanned and processed data must be delivered on time as planned to facilitate the client’s continuous operation.
Our client handles a huge volume of financial records
Project Scope
The cooperation between DIGI-TEXX and the client must be ensured to have detail-planned for effective results. Hence, this project scope has been divided into 5 separate parts:
- Project Requirement Details:
- Documents volume: 1.8 million A4-converted-pages
- Document size: A4, A5 and free form
- Scanning capacity: minimum of 19,000 pages/day
- Timeline: 6 months
- Resolution: scanning at 300 DPI in black & white and color
- Indexing: All metadata must be indexed including document code, department, project, entity, country, and status.
- Quality Assurance:
- All scanned and processed data must be clear, correct, and match the content and structure of the original document in hard copy form.
- Ensuring to reach 97% accuracy on page level (max 3 errors/100 pages scanned)
- Data Security: Ensuring encrypted and secure delivery to the client-server
SOLUTION
- DIGI-TEXX Team Size: 15 FTEs
- Equipment Deployed: Kodak series 14000 and i2000
- Support Equipment: DIGI-XTRACT for higher speed of processing with automated data extraction
- Working Locations: Scanning and data processing at Client’s workspace
- Phased Approach:
- Phase 1: 3 months
- Phase 2: 2 months (improve from phase 1)
HIGH-LEVEL WORKFLOW
A high-level workflow for a comprehensive document scanning solution
Workflow detailed description:
- Receive document: Collect physical documents from the client
- Pre-scan preparation: Prepare the document to be ready for scanning, such as removing staples or clips.
- Scan document: Convert documents into digital images by high-speed scanners
- Repackage: Reorganize and repack the paper documents
- Return Document: Safely return all paper documents to the client after scanning.
- OCR / Index: Use Optical Character Recognition (OCR) and indexing to extract metadata.
- Data Integration: Integrate the scanned images and indexed metadata to create searchable digital files.
- Quality Control: Verify the accuracy and clarity of the scanned documents and ensure correct indexing.
- Deliver Data: Securely transfer the final digitized files by secure storage mediums (SFTP).
BUSINESS OUTCOME
- Accuracy rate: 98.6% (surpassing the committed accuracy rate of 97%)
- Strengthen the client’s document management process:
- Reducing the physical storage for document archiving
- Faster retrieval of records
- Improving operational efficiency
- Ensuring compliance with regulatory requirements for data security and access.
