In a typical office environment, chunks of data get generated on a daily basis which would at times remain mostly in paper form. This poses severe problems for organizations, big or small to store, retrieve or even dispose of the data, leading to huge operational costs and wastage of time & resources. Moreover, the awareness of having a clean and green environment by going paperless or digitizing the printed material is immensely gaining popularity by each passing day. When an organization resolves to go paperless, they are doing more than reducing their carbon footprint. These conscious efforts offer an excellent opportunity to reduce basic costs, offering a competitive edge over other companies.

In an earnest move to render its contribution to ensure an eco-friendly environment and help organizations take up digitization of their documents on a large scale, MST has come out with a unique Scanning & Digitizing service, which is cost-effective and offers huge value additions to our customers.

The major milestones of MST Scanning and Digitizing services are outlined as follows:

Project requirements pertaining to Document Scanning
This stage comprises of defining your organization’s project requirements by understanding your business scenario and scope of work. These requirements subsequently become the basis of the service to convert your files into Digital Assets.

Receipt of Documents
This is the next stage, wherein we receive project files and perform an inventory process to log and label these files and remove or replace any file with your approval, which poses an hurdle in the smooth scanning process.  These processes enable us to quickly retrieve any file you may require, while your files will be in our safe custody.  Our objective is to serve your information access needs without having any major impact of this project on your business.

Preperation of Documents and Quality Review
In this stage, your files are prepared for scanning.  We follow a systematic document preparation processes to ensure that the natural order of each file is maintained and that the files are prepared to enable the best possible scanning results. MST Team focuses on general project requirements (such as staple removal, binding removal, document repair and page orientation) and specific project requirements (such as special handling of Post-It Notes, color images and media).  This entails a thorough review of the prepared files to ensure that all project requirements are met and that no variation is introduced into the process.  This unique approach of MST minimizes any impact on quality.

Project Setup and Quality Review Procedures
In this stage, we tailor the technical requirements mapping the project requirements.  These requirements define the tailored processes and quality procedures that we utilize to execute each stage of your organization’s project.  Our rigorous approach to tailor the project specific technological requirements ensures high levels of accuracy and perfect quality commitment in delivering the services.

File Conversion and Quality Review
In this stage, files are scanned to ensure the best possible image capture.  The Scanning team focuses on general project requirements (such as image settings, file format, page size and paper thickness), and specific project requirements (such as special processing of odd-size pages, color images and double-sided pages).  This stage involves a thorough review of files to ensure that all imaging requirements are met, without introducing any variation into the process. 

Post Conversion Services
In this stage, files are converted into the required file format and processed.  If there is any specific requirement defined for applying Optical Character Recognition (OCR) technology, it is suitably performed to enable word level search and retrieval, apart from physical verification, wherever required.

File Naming, Coding and Quality Review
In this stage, files are named and coded to enable search and retrieval and, if OCR was executed, a secure word level search within and across the digital files is executed.  To achieve the highest quality coding results, we focus on naming, coding accuracy and validation, based on client’s naming conventions.

Digital files storage and Quality Review
This stage entails storage of digital files and preparation of Project Status Report. Taking pride in providing the best deliverables within the specified time frame, we have designed each stage in the conversion process with quality taking centre stage at every step. As outlined in each stage, we take every measure to ensure consistency and quality, while minimizing variation by continually improving our processes. In doing so, we strictly strive to adhere to quality standards.

Deliverables Sent and final Quality Review
This is the final stage, wherein your digital documents are delivered and files are returned as per the specifications. Once you receive and review the digital files, we initiate for a project suceesful completion & closure certificate.