Digitisation: Scanning, Document Categorisation & Data Capture Services

Go digital and make your office paperless with the help of EisenVault’s document digitisation services. Scanned documents are categorised using our proprietary Machine Learning based tool. We consistently achieve 99% accuracy on categorisation and data entry projects.

Pre Scanning Consulting

EisenVault’s digitisation team follows a pre-defined process to ensure that the errors are minimised and the task is completed within time. We involve all possible stakeholders of the organisation in pre scanning discussions.

  • Analyse the sizes of the documents as different sizes need different types of scanners.
  • Decide the segregation by which the documents are to be categorised (e.g. monthly, yearly, serial number, or any other field).
  • Estimate the total volume of documents

We have scanners capable of scanning different sizes of documents including: A4, Legal, A3, A1, Maps, Books and others. We take special care to ensure that we know the exact sizes of papers to be scanned and their condition. Old paper and books are handled with special care by our team.

Your Documents Remain in your Office

We send our team of professionals to your location, with the required scanning equipment. The physical documents never leave your office. This ensures maximum security and protects your privacy.

Cloud Based AI Tool for Sorting Documents

After scanning, your documents are uploaded into our cloud based data entry tool. This uses machine learning to automatically categorise documents, thus saving 50% on labour costs and improving accuracy by 75%.

Expert Data Entry

Our expert data entry team does the data entry using our proprietary cloud based tool. The team has experience in over 100 projects till date, across industries. We bill on a per-character basis or an enterprise price can be agreed for data entry. This is the most crucial part of the process and we take care to review exhaustively to ensure accuracy.

Quality Control: Two Levels of Review.

Data entered by our team is checked by our managers. A selection of the data is then reviewed and approved by you, the client, before the data is pushed into EisenVault’s Document Management System. This ensures 99% accuracy in data entry. We also check that any books that are opened are re-bound to be the same as before. We ensure that images are merged in the correct order, to create a consistent PDF file. We ensure that all OCR is run consistently and accurately.

Overview of the Digitisation and Data-entry Process

EisenVault digitisation team follows a pre-defined process to ensure that the errors are minimised and the task is completed within time:

  • Pre scanning - Planning is crucial part of the project and we suggest to estimate the volume of work in advance in order to save time.
    • We involve all possible stakeholders of the organisation in the discussions.
    • We analyse the sizes of the documents as different sizes need different types of scanners.
    • Decide the segregation by which the documents are to be categorised (e.g. monthly, yearly, serial number, or any other field).

  • Quality control - After the scanning is done, the following steps are taken to ensure quality.
    • Random manual checking of the sequence and readability of documents.
    • Re-bound documents as they were before unpinning.
    • In case we are using multiple scanners, the scanned files are merged into a proper order in a single file.
    • We ensure that no documents are left unscanned.

  • Data entry or meta tag entry - Involves data capturing to ease your search
    • We work with the client to identify fields which are most important for their business
    • Data validation tools are used to ensure that correct data is captured in each field
    • Professional data entry operators are used to ensure that there are no spelling mistakes
    • Random checks are done to ensure that there are no discrepancies