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Subject: Re: QA/QC Imaging Query
From: Maren Bertelsen <[log in to unmask]>
Reply-To:Records Management Program <[log in to unmask]>
Date:Tue, 5 Dec 2006 14:16:49 -0500
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Lee Ann,

Our imaging and QA process went through several changes in the first
several years because we lacked experience so I applaud you for seeking
input first.

In our lessons learned, there are a few items that stick out.

1)  Know what your standards are for quality and communicate them to
both the imaging personnel and the QA personnel.  We found that in a
world with no standards, there was a lot of variation in what people
found was acceptable.  We now have very simple quality standards for QA
personnel to follow that basically come down to the "looks like" test.
Does it look like the original and is all of the relevant content
readable.  We had to work out where our company felt comfortable in
terms of the imaging of color images in b/w also.  We also had time with
our many course changes to learn the optimum settings on our scanners
and we communicate these to our imaging personnel.

2) We now image and then QA in a fluid process so that we can catch
imaging problems early.  In the beginning we imaged large batches.  If
we later found a problem, we had to go back and re-image. 

3) Since we can tell which imaging person imaged/indexed a set of
records, we generally QA all or nearly all of their work in the
beginning for a time (not too long) and when they have shown themselves
to reliably capture the image and index the document, we then scale back
to a random sampling of about 5% of their work.

4)  We do not have any one job position that is just QA, but several of
us do this task.  Try not let a backlog last too long, rather get to the
QA as soon as possible.  This may not be that important in this case
since it sounds like all of the imaging is already completed.  In our
case, it can be tempting to let the QA sit and work on other tasks, but
this is usually found to be the wrong choice since imaging/indexing
errors are then allowed to continue.  It's much easier to get it right
the first time than to have to send corrections back at some later date.

5) In terms of our workflow, the imaging person will prepare a batch of
records and when they are imaged and indexed, a status sheet is filled
out which lists what records were imaged and on what date.  They then
sign off that they imaged these records and they are of good quality.
The sheet is then passed on to the assigned QA person.  The front of the
status sheet is for the imaging person and the back of it is for the QA
person.  They list out which records were QA'd, generally 5%, and note
any errors.  If there are errors, the sheet is returned to the imaging
person for corrections.  If there are none, the sheet is sent to the
person in charge of applying retention and managing the department.

Good luck with your project,
Maren Bertelsen
Hoosier Energy REC, Inc.

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Lee Ann
Sent: Tuesday, December 05, 2006 12:02 PM
To: [log in to unmask]
Subject: [RM] QA/QC Imaging Query

I'm interested to know if anyone has any experience
with this and might be able to suggest procedures or work flow methods.

Lee Ann Goldberg
Information Specialist III

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