SUBJECT LINE:Productivity Tip – Airmail2 Digital Records Room
Check the first and last page, and only thumb through the middle.
QC is looking for 95+ % accuracy with lightning speed. This is accomplished by comparing the first page and last page of the physical document to be verified. The QC operator can quickly scroll through the page thumbnails until reaching the last page of the document to verify it. While doing this, they are looking for pages that are too light, too dark, partially scanned or oriented wrong.
“Our experience over the years confirms this method achieves the desired result of catching scan errors with a minimal amount of time spent on each document.”
SUBJECT LINE:Success Story – Airmail2 Digital Records Room
Airmail2 is about enabling more productive batch work and keeping the physical work of scanning in a routine where a group of items are all done together in the same step.
Profile >> Scan Stacks >> QC >> Retain | Shred >>
To extend this further, one of DocSolid’s customers leveraged family members of their employees for summer help to get a large part of a backfile project done. They identified a large group of closed or closing matters that had to be scanned. First, they labeled all the boxes and came up with a naming convention based on what was already in the Records Management System. For 8 weeks during the summer, college age and high school seniors related to the firm’s employees were trained to profile, scan and QC the boxes of records. The result? With about a dozen of those temp staffers, the team digitized over a million pages of paper records. One big ‘batch’ of work increased productivity, improved office space utilization and reduced risk for the firm… With zero time taken away from the firm’s full-time employees.
“Making the simple complicated is commonplace; making the complicated simple, awesomely simple, that’s creativity.”
For Records Managers, the requirements are to clear the clutter and capture the true documents as early as possible in the digital matter file. The requirement to retain a physical document are rare, (wet signatures, regulatory compliance, etc.). Once-and-done is the name of the game for records and retention compliance. Good policies enable post-scan shredding to be done confidently on a consistent regimen. With Airmail2 quality controls, Information Governance (IG) staff can focus on efficiency.
Optimizing a Digital Mailroom
Provide examples how to correctly identify and profile documents
Training on naming conventions
IG policy refinements
Exceptions to the firm’s scan and shred policy
Requirements include the ability to direct scanned documents to the intended destination folder in the DMS. Define standards for profiling repetitive doc types to make users more efficient.
“Geeks are people who love something so much that all the details matter.”