Case Studies

One of the topmost care home providers, and well-recognized in the healthcare industry.

Capturing data

Survey Processed – 20000 double-sided.

Our esteemed client is one of the leading care home providers in the global healthcare industry. So far, they have successfully met the requirements of their customers and have continuously satisfied with them.

Recently, the care home providers were entrusted with the task of assessing the needs of the residents, by one of their clients. A questionnaire was produced and circulated to them for further needs.

Scanning and Indexing has emerged to be a customer-friendly and pioneer service provider of scanning, indexing, data capture, data retrieval, data entry, and much more. And thus, we assisted them with the necessary outsourcing requirements.

Initially, they required us to scan the documents, and then input the images to the automated data-capturing software in order to read the checkboxes. The other few parts of the forms required the traditional concept of keyboard entry.

Previously, the care home providers utilized their human resources and manpower to carry out the task but it was proved to be a highly time-consuming and risky activity. It occurred due to the less availability of the staff and some huge core area activities to concentrate upon. They also had limited access to technology, thus, making the process much more slow.

They had another option of hiring temporary staff and adopting new technologies, on a short-term basis. But we made the job easy for them as they didn’t have to spend on hiring more.

At Scanning and Indexing, nearly 20000 double-sided forms were scanned with the help of the best industrial scanners and the checkboxes were read automatically. The outcome was delivered to the care home providers with excellent quality and within the stipulated time.

We helped our clients to save the extra costs and offered them an ‘auto-capture friendly’ process, thus increasing the accuracy and reducing the time and manpower.

A globally placed NGO firm

Bulk paperwork handling

Papers handled – 500 per day

Our client is an NGO, specialized in handling crisis response through the combined efforts of various volunteers. The client possessed a lot of files that contained numerous information related to copies of passport, health information, and immunization records. They faced the problem of handling too much of paper documents, which was quite time-consuming.

As they felt a difficulty in meeting the deadline, they were in search of finding a solution to scan the documents into a centralized database. Their primary aim was to reduce the paperwork and free up the space in order to offer immediate access to the volunteer data.

After enquiring about our service, we added one more client to our extended family of Scanning and Indexing. We undertook the project and utilized the S1500 desktop scanners to reduce the paper workload and streamline the process. We created easily accessible Adobe PDF documents at the click of a single button.

We successfully offered a refined database and excellent software solutions with a secured and centralized storage solutions system. We collected nearly 15 pages of handwritten documents from every section of the NGO. Later on, the information was scanned into our database. We utilized the name of the person and their NGO account number.

We helped them to scan nearly 500 documents per month. Each volunteer focuses upon nearly 50 documents and there are nearly 100 volunteers that turn up every month. Our scanning solution will assist you in saving a large amount of time. We helped them to focus on the core activities of their business.

A well-known and globally recognized university!

Document Scanning

2 million pages

Our client, a well-known university, stores a bulk amount of archived student information which is held on a microfiche (a piece of film that contains the microphotographs of the pages and other documents).
Due to safety concerns, this sensitive information of the university was stored in large and secured safes. As there was constant request of the study proof and qualifications by the former students, this information was recorded in the microfiche, for better access. But when they had to dig for specific information from the archive, it was a time-consuming and challenging process.

The client was in search of an effective and user-friendly way of controlling the information, which is stored on the microfiche. The only solution to this issue was adopting the means of digitization and we at Scanning and Indexing, were ready to assist them.

We collected the individual digitized images from each of the microfiche and went on to produce one multi- page PDF file per microfiche. The file was named as per the student’s name. Nearly 1,00,000 microfiches which carried around 2 million pages were digitized.

Even during the ongoing of the project, the university needed a continuous access to the microfiche. We offer ‘scan-on-demand’ services, thus, accepting to undertake the process of locating microfiche, scanning, and mailing it back to the client (university), within a day of receiving the request.

The PDF files are stored in a confidential and secured folder. We made it easy to access the information quickly on the electronic platform, by searching with the help of surname or letter combinations.

An independently owned manufacturing firm

Paper Scanning and Indexing

Nearly 500 per hour

Recently, we catered to the requirement of an independently owned manufacturing company, which is still in the initial stages of being a start-up.

They had a bulk of documentation and every time when they required a particular document, it was a challenging and time-consuming retrieval task. They faced a major issue while dealing with the storage issue. They wanted our assistance to reduce their storage space and making it easy for them to access and retrieve a specific document. They had an excess of records and an ongoing requirement.

Before undertaking a project, we at Scanning and Indexing, make it a point to gain an insight into the challenges of the project. Under the above-mentioned case study, we initially categorized all the documents into groups to make the process easy. Our skilled team members drafted an organized plan for structuring the paper documents, which were needed to be scanned and indexed. Once we received the documents at the office, we ensured a safe unpacking process. Before the start of scanning and indexing procedures, we took a considerable time to remove the staples and pins from the papers, in order to prevent the scanning machine from damage.

We digitized their backlog of records, with their work still in progress. This gave their end users access to view the records even when the data was being scanned by us. We proceeded with the digitization on a regular basis. Our team offered them with a highly accurate paper scanning service to digitize their paper records within the stipulated time.

We scanned their delivery notes which carried their exact specifications and provided them with a CD-based document management system. It can help them to quickly search and retrieve the document that they look out for at any time.

Supplier across the world

Invoice scanning

20000 invoices

Recently, one of our clients approached us for the process of streamlining their accounts payable process. It was more than just the invoice scanning.

We had to face several challenges when we accepted the project. They produced a large number of invoices (approximately 20000) and related documents for processing in a month. It is a time-consuming and bulky task. We also had to follow the concept of the dual accounting system. We are required to develop an inbound email system to place in the various options for vendors. The major sections included were vendor invoices, freight consignment notes, and miscellaneous documentation.
Initially, we started off by collecting and processing all the inbound emails on a regular basis. It also includes vendor invoices. We scan the invoices and extract the necessary data, thus, enabling the invoices to be checked and uploaded to the client’s database.

Our major services for this particular client included document scanning, data capture, document workflow, archive storage, image FTP transfer and document storage.