Quality Assurance Plan
MMS takes every step and procedure to ensure our clients are getting the best possible image quality for the scanned documents.
Performing Quality Control review will be performed at periodic intervals while the documents are being scanned.
Quality Control is defined as those steps incorporated into the production process that are designed specifically to reduce error. Quality criteria may include, but may not be limited to: Overall legibility, Smallest detail legibility captured, Completeness of detail, Dimensional accuracy compared with the original, Scanner generated speckle, Completeness of overall image area, Density of solid black areas, Color fidelity, Image skew, Image rotation, Image cropping, Index data accuracy, Image and index format compliance Once the quality criteria for the various attributes have been defined for the production process, procedures are established to ensure that these criteria are met.
Pre-Production Pilot
At the start of the project MMS performs a small sampling “pilot program”.
Typically, 2-3 boxes or batches of documents are processed.
An Inventory is taken of documents to be scanned.
This random sampling of documents is prepped (staple, paperclip removal, page repair etc.)
Once the documents are prepped a sample scan is done at (200 or 300 dpi minimum). The images are then checked to see if they are satisfactory. A review is made of each image in the quality control sampling. The images are reviewed on screen and if applicable, a printed version is created.
During this process the MMS Team checks the following:
· Adequate brightness
· Color quality
· Thresholding (contrast features, image background etc.)
· Image skew on page
· Image orientation on page
· Speckle or noise in the background of the image
· Character dropout if applicable
· Legibility of small characters or features (poor focus)
· Separation of black from white features & review of borders & edges
Once the image quality control portion is complete. All of the documents in the “pilot program” are scanned.
The next step in the process is Indexing.
The documents are indexing (labeled/named) according to project specification and requirements. Scanned documents are cross-checked with the document inventory listing to confirm all were processed and indexed properly
Throughout this “pilot program” process, MMS creates project guidelines checklists to be followed throughout the entire project.
Once the prepping, scanning and indexing procedures are completed, the sample documents are converted to the require format (typically searchable PDF files.
The completed documents are the sorted and placed into digital file folders (named according to project specifications).
The Sampling is then transferred to a thumb drive and presented to the client for review.
A review, question and answer meeting is conducted with the Client. If changes or adjustments in the process and/or routines are needed, they are noted and added onto the project check lists, confirmed by both MMS and the Client, then the full project production begins.
The results of the production sample will dictate the necessary steps to be taken in the quality control process that is developed. The purpose of the pre-production sample is to establish a quality reference. It will define what is an “acceptable image.” This quality reference should be maintained for the duration of a project or until a new quality reference is defined. This process allows the end user to continuously evaluate and ensure that the scanning process is successful as it provides a base upon which to compare future scanned images.
Project Reporting
During the course of the project, as completed documents are being delivered to the client, Review meetings are conducted and project reporting will let you know status of project from start to finish.
