Hi Lee Ann,
This is a subject near and dear to my heart at the moment, because I have the good fortune to learn imaging as we create our records department at Cheniere Energy. Right now, it's me and our Records Assistant who are addressing the imaging backlog. Our Director checks on our progress every few weeks as we're tackling the backlog.
Let me setup our situation. Box count: we have roughly 75 boxes of backlog from 2004-->present day. Document types: accounts payable, journal entries, cancelled checks, trading contracts, and legal contracts. Nothing was QC'ed before I arrived, because my Director was a one person shop until June of this year and...come on, she was setting up the records retention schedule and file plan for Documentum!
Ok, here are a couple of loose observations that may assist you.
1. Keep a scanning status log. You're looking for less than 3% errors from your scanning vendor. Our headings include:
Box No.: Cheniere box number assigned
Document Type: AP/JE/Checks/Trading Contracts/Legal Contracts
Document Detail: Simple description of box contents
Vendor: Especially useful if you change imaging vendors
Page Count: Total pages in box
Total Documents: Total documents in box
Data Delivered: CD/FTP upload date
Boxes Returned: Boxes delivered back to Cheniere
QC Completed: Date
Status-QC: Employee name
Total Errors: Number of errors
% Errors: Number of errors/number of documents
Date Errors Corrected
2. Service Level Agreement: This is a great tool to keep everyone on the ball, including you, especially when it comes to service from your vendor and rescans. Stay on top of this. Sections might include:
Services Offered Hours of coverage
Measurement and reporting
Financial Impact Financial Contacts
Customer contact persons
Terms and Conditions
Agreement period Agreement review Hours of coverage Incident management service goals Supported services and charges Services provided Charges Departments and records types scanned Party responsibilities
Customer responsibilities Offsite Vendor responsibilities Service measures and reporting Financial impact
3. Double Monitors. Beg, borrow, steal another monitor for each of you from the IT department. That way, you can search for and bring up the image on the left hand side, and have the QC log on the right. You'll be the envy of everyone! You can get a video card for a $100 and it will save you from minimizing and maximizing different screens, which is a time waster.
4. QC Log. My QC log has the following columns (and I have a worksheet per type of document/per month. So, one sheet is for October AP (which is two boxes).
Box __ of __
Page Number in the Image
5. Calendar. I have a project calendar for Q4 to complete the backlog, and while it needs some adjusting, we're pushing through December as much as we can. Even though I attend meetings each day, I can finish QC'ing a box in two days. Keep in mind people get sick and have to go on vacation or conferences/workshops, so when scheduling, remember to mark those days as taken.
6. Rescans. I fill up a box and then return it to our offsite vendor with a cover sheet for each batch of errors to be rescanned that says:
Type of document/month
Box __ of __
That's all I can think of at the moment, but if you need more information, let me know!
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