Advanced Scanning Techniques
Advanced scanning techniques is a very general phrase, but in simple terms, it’s anything that is not batch scanning. Advanced scanning may include data extraction, document classification and identification, file scrubs or file audits.
This process references identifying different document types within a file either in groups or individually. For example, you may want your HR documents scanned by groups (i.e., new hire documents, reviews, correspondence, etc.) or by individual documents (application, background check, references, reviews by date, etc.) The process may be dictated by how you plan to ingest the documents and data and/or how your retrieval of legacy software is set up.
Here’s where it gets really exciting! Data extraction is the process of identifying specific pieces of data within the documents and extracting that data to be used in a multitude of ways, including but not limited to data analysis, system application requirements, or data sharing across multiple platforms. Data extraction may be done via a combination of AI (artificial intelligence) technology and data entry. At the very least, data extracted using AI technology is typically still validated via human intervention. AI technology continues to advance the options for organizations to utilize current and historical data. But AI is not magic and requires specific configuration and enough material to give the technology enough time to “learn.”
A good argument can be made that “scrubbing” a file before scanning may not be cost-effective compared to the pennies per image to scan. However, cost is not always the driving factor, and retaining documents that are past their retention is never a good idea. If you’re filing documents within a single file that have different retention schedules, then a file scrub or purge may be a good option. Another example of a file scrub may include identifying missiles.
Doing a file audit during conversion may include validating documents that should or should not, be in the file. For example, verifying that all required documents from a pre-approval checklist are actually in the file. An audit may also include removing documents that should not be in the file such as I9 or medical information inside an HR record or removing original notes from loan files.
The possibilities are endless and your needs and requirements will be different depending on the industry and document type and cost will also be a factor based on the complexity of the requirements.