Arkansas State Archives Scanning Quality Control Checklist
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Arkansas State Archives Scanning Quality Control Checklist
1
Identify the document for scanning
2
Check the physical condition of the document
3
Prepare the document for scanning
4
Perform initial document scanning
5
Run software enhancement if required
6
Compare scanned image with original document
7
Perform adjustments if necessary
8
Review the clarity and readability of scanned image
9
Check the file format and compliance with archive standards
10
Verify the naming and storing of scanned image file
11
Run automatic scanning quality control software
12
Assess the accuracy of the software results
13
Approval: Quality Analyst for scanning results
14
Store the original document safely
15
Backup digital files securely
16
Verify the success of the backup process
17
Log the scanning process in the report
18
Approval: Manager for completed task
19
Archive the completed report
Identify the document for scanning
This task involves identifying the specific document that needs to be scanned. It is crucial to accurately determine the correct document in order to maintain the integrity of the archive. The desired result is to have a clear understanding of the document to ensure efficient and accurate scanning. What resources or tools will you use to identify the document? Are there any potential challenges, and how can they be resolved?
Check the physical condition of the document
In this task, you will examine the physical condition of the document before proceeding with the scanning process. The goal is to ensure the document is in suitable condition for scanning, without any damage or deformities that could affect the quality of the scanned image. What potential issues can arise when checking the physical condition of the document? How can you address these challenges effectively?
1
Torn pages
2
Faded ink
3
Stains
4
Folded corners
5
Missing sections
Prepare the document for scanning
This task involves preparing the document to optimize the scanning process. Proper preparation ensures that the document is aligned correctly, free from debris, and ready for scanning. The desired result is to have a well-prepared document that will facilitate fast and accurate scanning. What steps will you take to prepare the document? Are there any specific tools or resources you will use for this task?
1
Remove staples or paper clips
2
Straighten pages
3
Arrange in proper order
4
Clean with compressed air
5
Smooth out creases
Perform initial document scanning
In this task, you will begin the document scanning process. You will use a scanner to capture the digital image of the document. The desired outcome is to successfully scan the document without any technical issues or errors. What brand or model of scanner will you use? Are there any specific settings or configurations that need to be considered?
1
Canon
2
Epson
3
HP
4
Fujitsu
5
Brother
Run software enhancement if required
This task involves running software enhancements on the scanned image if necessary. Software enhancements can improve the overall quality and clarity of the image. The desired result is to optimize the scanned image for better readability. What type of software will you use for enhancement? Are there any specific parameters or settings that need to be considered?
1
Contrast adjustment
2
Noise reduction
3
Image sharpening
4
Color correction
5
Auto cropping
Compare scanned image with original document
In this task, you will carefully compare the scanned image with the original document to ensure accuracy and fidelity. The goal is to identify any discrepancies or errors that may have occurred during scanning. The desired outcome is to have a reliable scanned image that faithfully represents the original document. What potential issues can arise during the image comparison process? How can you resolve these challenges effectively?
1
Text alignment
2
Image orientation
3
Color accuracy
4
Resolution
5
Image artifacts
Perform adjustments if necessary
This task involves making adjustments to the scanned image if necessary, based on the comparisons made in the previous step. Adjustments may include cropping, rotating, or resizing the image to match the original document. The goal is to achieve a more accurate representation of the document in the scanned image. What adjustments may be required for the scanned image? Are there any specific tools or software you will use to perform these adjustments?
1
Crop image
2
Rotate image
3
Resize image
4
Remove artifacts
5
Color correction
Review the clarity and readability of scanned image
In this task, you will review the clarity and readability of the scanned image to ensure it meets the required standards. The desired outcome is to have a clear and legible scanned image that accurately represents the content of the original document. What criteria will you use to assess the clarity and readability of the scanned image? Are there any specific guidelines or benchmarks to follow?
1
Excellent
2
Good
3
Fair
4
Poor
5
Unreadable
1
Excellent
2
Good
3
Fair
4
Poor
5
Illegible
Check the file format and compliance with archive standards
This task involves checking the file format of the scanned image to ensure it complies with archive standards. The desired result is to have a file format that is widely supported and suitable for long-term preservation. What are the acceptable file formats for the scanned image? Are there any specific naming conventions or guidelines for the file format?
1
JPEG
2
TIFF
3
PDF
4
PNG
5
GIF
Verify the naming and storing of scanned image file
In this task, you will verify the naming and storing of the scanned image file. The goal is to ensure the file is properly named and organized for efficient retrieval and storage. The desired outcome is to have a well-structured and easily searchable file system. What naming convention will you use for the scanned image file? How will you organize and store the file for easy accessibility?
1
Alphabetical
2
Chronological
3
Categorical
4
Numerical
5
Custom
Run automatic scanning quality control software
This task involves running automatic scanning quality control software to evaluate the quality of the scanned image. The software will assess various aspects such as resolution, image consistency, and file integrity. The desired result is to obtain an objective evaluation of the scanning process. What software will you use for scanning quality control? Are there any specific parameters or settings that need to be considered?
1
Resolution
2
Color depth
3
Image consistency
4
File compression
5
Metadata extraction
Assess the accuracy of the software results
In this task, you will assess the accuracy of the scanning quality control software's results. The goal is to determine if the software's evaluation aligns with the visual inspection and human judgment. The desired outcome is a reliable assessment of the scanned image using both automated and manual evaluations. How will you determine the accuracy of the software's results? What factors will you consider during the assessment?
1
Resolution accuracy
2
Consistency with original
3
File integrity
4
Metadata completeness
5
Error detection
Approval: Quality Analyst for scanning results
Will be submitted for approval:
Perform initial document scanning
Will be submitted
Run software enhancement if required
Will be submitted
Compare scanned image with original document
Will be submitted
Perform adjustments if necessary
Will be submitted
Review the clarity and readability of scanned image
Will be submitted
Check the file format and compliance with archive standards
Will be submitted
Verify the naming and storing of scanned image file
Will be submitted
Run automatic scanning quality control software
Will be submitted
Assess the accuracy of the software results
Will be submitted
Store the original document safely
In this task, you will securely store the original document after the scanning process. It is essential to ensure the preservation and protection of the document for future reference. The desired result is to have a reliable storage solution that minimizes the risk of damage or loss. How will you store the original document? Are there any specific guidelines or protocols to follow?
1
Fireproof cabinet
2
Locked room
3
Off-site storage
4
Digital repository
5
Other
Backup digital files securely
This task involves creating a backup of the digital files to ensure redundancy and protection against data loss. The goal is to have a reliable backup system that safeguards the scanned images. The desired outcome is a secure backup that can be easily accessed and restored if needed. How will you create the backup of the digital files? Are there any specific backup solutions or protocols to follow?
1
External hard drive
2
Cloud storage
3
Network server
4
Offline media
5
Multiple backups
Verify the success of the backup process
In this task, you will verify the success of the backup process by ensuring that the backup files are complete and accessible. The goal is to confirm that the backup is reliable and can be used for data restoration if necessary. What steps will you take to verify the success of the backup? Are there any specific checks or tests you will perform?
1
Check backup file size
2
Restore backup files
3
Verify file integrity
4
Test file accessibility
5
Compare file counts
Log the scanning process in the report
In this task, you will log the scanning process in a report to keep a record of the activities performed. The report serves as a documentation of the scanning process and provides valuable information for future reference. What details will you include in the scanning process log? Are there any specific reporting templates or formats to follow?
Approval: Manager for completed task
Will be submitted for approval:
Store the original document safely
Will be submitted
Backup digital files securely
Will be submitted
Verify the success of the backup process
Will be submitted
Log the scanning process in the report
Will be submitted
Archive the completed report
This task involves archiving the completed scanning process report for long-term preservation. The report serves as a reference for the activities and outcomes of the scanning process. The desired outcome is to have a well-organized archive of reports for future reference and audits. What archiving method will you use? Are there any specific guidelines or protocols for archiving reports?
