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Organisations depend on information to remain efficient and competitive; information that is timely, accurate and usable.
The Business Case ROI Analysis we perform for clients pinpoints resource allocation inefficiencies in a revealing and compelling way. This analysis specifies the value of redesigning paper based document management processes, affording our clients tangible benefits that can reduce their total document management expense and increase profits. Depending on the size of the project, clients can realize a Return-On-Investment soon after implementation.
Our Team is engaged to develop this analysis for your organisation. We define and quantify actionable improvements that align with your business goals to deliver substantial productivity, performance and profit enhancements. Through the design of a custom analysis, we identify productivity savings and performance increases in the following areas:
To achieve the best possible document conversion results, The LRL Team focuses not only on processing each page, but also on identifying document scanning issues before they occur. To achieve this, we invest in the latest technologies to protect against document scanning quality errors. These patented technologies enable our Scan Team to proactively address the most challenging problems affecting quality in our industry.
Unlike other technologies that are triggered only by predefined operator settings, the technologies we utilize are event triggered and rated the best detection solutions in the industry. We have found that the utilization of these conversion technologies provide unsurpassed document scanning quality in our production facilities.
Furthermore, to ensure the best possible image is consistently reproduced at the highest level of quality, it is essential not only to leverage the latest technologies, but to empower Team Members to perform at an agreed upon standard of quality. We set high standards and clear expectations up-front to achieve the optimal performance from our Team. In addition, we are able to offer the highest level of quality available in the market to date, by valuing good people, defining effective and efficient processes, and developing and/or investing in leading technologies to support your document scanning services requirements.
OCR or Optical Character Recognition refers to technologies that involve "reading" words from a scanned image by translating each character on an image into searchable text. OCR enables users to search for and retrieve information within a file or page. In addition, when a set of files is indexed, users are able to search for keywords across an entire document library and retrieve each page with exact precision. OCR enables users to execute searches in seconds, searches that once required hours or days to complete.
To provide our customers with the Optimal OCR Accuracy and Layout Retention, the LRL Digital Documents Technology Team use industry best practice methodologies to ensure that the highest quality image possible is presented to the OCR engines for conversion to text.
It is important to note that the quality and condition of a paper document collection are key factors in the successful recognition of characters to create readable text. Therefore, to enhance the quality of each original page, we start by focusing on the scan quality of each image -- removing noise such as borders, speckles, and skews. In addition, we utilize advanced color filter technologies to remove any page background colors, in conjunction with multi-light image capture technologies to remove any shadows cast by page creases that could impact image quality or recognition accuracy.
Once document scanning and processing are complete, an OCR text layer is added behind each image. This solution begins with an additional orientation filter to ensure that the best image is presented to the OCR engines. Next, the characters in the image are processed utilizing multi-engine OCR voting technologies that rank each character to determine the best text recognition fit. Then once a word is generated, it is filtered through a proprietary lexicon to ensure the highest quality results. Finally, this text is processed utilizing sophisticated layout retention technologies to represent the image text layout, providing the best possible text representation for pinpoint search and retrieval accuracy.
Once these processes are complete, the Quality Control Team generates an OCR Benchmark Report detailing the accuracy of the OCR process and the quality of the results.
Lorson Resources Limited, as a leading Records & Information Management company serving the Caribbean region for over 11 years, offers premiere Document Scanning & Conversion service. We provide best practice onsite and outsourced Document Scanning & Conversion operations, enabling your organisation to successfully unlock the true value of the information contained in its files, resulting in increased productivity, performance and profits.
We are recognized experts in providing document scanning services to support large scale, mission critical conversion services for projects that require quick turnarounds and high quality deliverables
Utilizing our advanced technologies and processes, we can provide your organisation with the highest image quality and coded data available in the industry today, enabling quick search and accurate retrieval of each secure file. We achieve this by tailoring our services to meet the unique requirements of each project.
As detailed in the description of the stages below, we take every measure to ensure consistency and quality while minimizing variation by continually improving our processes. This is a tenet of ISO 9000 and the Total Quality procedures to which we strive to adhere, and the basis of our:
In this stage, your organisation’s conversion requirements are defined utilizing project analyzing methodologies. These requirements become the basis of the tailored solution we will develop to convert your files into Digital Assets. In addition, as a courtesy service, we schedule a time to process a set of sample documents for your Team’s review.
In this stage, we receive the project files and perform an inventory process to log and label these materials. These processes allow us to quickly retrieve any materials you may need while your files are in Our Care. Our goal is to serve your information access needs, minimizing the impact of this project on your business.
In this stage, your files are prepared for scanning. The document preparation processes we utilize ensure that the natural order of each file is maintained and that the files are prepared to enable the best possible scanning results. The Preparation 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). Our experience with large-scale file conversion projects has shown that this unique approach minimizes any impact on quality.
In this stage, we tailor the Project Set-Up technical requirements based on best practice methodologies. These requirements define the tailored processes and quality procedures we utilize to conduct each stage of your organisation’s project. Our rigorous approach to tailoring the project specific technology requirements ensures the levels of accuracy your Team demands.
In this stage, your Team’s files are scanned with high-end state-of-the-art scanning equipment. Our scanning technologies and processes 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). The Scanning Services Quality Lead performs the appropriate reviews of the scanned files. This entails a thorough review of the files to ensure that all imaging requirements are met and that no variation is introduced into the process.
In this stage, the files are converted into the required file format and processed utilizing the required image enhancement filters. If defined as a project requirement, Optical Character Recognition (OCR) is performed to enable word level search and retrieval. In this task, each letter in an image is processed utilizing the required technology. This advanced OCR technology ranks each character in a word to determine the best text recognition fit. Then once a word is generated, it is filtered to ensure the highest quality results. Finally, the text is processed to accurately recreate the text layout of a page, providing the best possible search and retrieval accuracy.
In this stage, the files are named and coded to enable search and retrieval and, if OCR was performed, a secure word level search within and across the digital files. To achieve the highest quality coding results, we focus on naming and coding accuracy and validation.
In this stage, the digital files and the coded fields are integrated to ensure the best possible search and retrieval options. These “Optimally Coded Page” technologies ensure that each file and its corresponding coded fields are integrated to create a file that acts as a self-contained database. The result is files that are flexible and accessible from CDs, DVDs, PCs, Servers or your organisations Document Management System.
In this stage, your organisation’s digital files are stored on Media/Posted/Hosted and a Project Status Report is prepared. We pride ourselves on our ability to provide the best possible deliverable in the time required, and have designed each stage in the conversion process with a focus on quality. As detailed in the description of the stages above, we take every measure to ensure consistency and quality while minimizing variation by continually improving our processes. This is a tenet of ISO 9000 and the Total Quality procedures to which we strive to adhere.
In this stage, your digital documents are shipped and the files Returned, Recycled or Certified Destroyed. Once you receive and review the digital files, we can initiate our electronic file destruction procedures, which permanently delete your files from our systems. The technology we utilize exceeds the U.S. Department of Defense’ secure file destruction requirements. This “electronic file shredder” completely removes all traces of your files and scrubs our hard drives to ensure that no file can be restored by data recovery utilities.
Lorson Resources Limited’s Document Management Services and Solutions will free information trapped on the printed page, transforming it into usable content. Our solutions, coupled with our proven project implementation methods, deliver on the promise of enabling on-demand information access and the goal of a paperless office. From complete document imaging services to packaged solutions, we have the capability to construct the right offering for your company's mission critical documents. Built utilizing leading components that comply with industry standards, our services and solutions are reliable, maintainable, and scalable to meet your business needs. In addition, our document imaging services provide your company with added security in the event of physical damage, server failure or computer virus, because solution will support Digital Disaster Recovery for each client. Through our tailored approach, we enable clients to better serve their customers by creating services that address today’s fast pace demand for just-in-time information.
In addition, our Clients realize tangible benefits that reduce their total document management expense and increase profits by optimizing their business processes. These benefits typically equate to a rapid Return-On-Investment. This accelerated return is achieved, in part, by implementing solutions that enable employees to focus on the job-at-hand, as compared to traditional paper-based document management systems which are extremely labour intensive and deficient.
The benefits of having critical documents as digital files are significant and directly impact performance and profits.
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