Discover our comprehensive Digitization Quality Control Checklist: a streamlined workflow to ensure high-quality, accessible digital replicas of physical documents.
1
Select documents for digitization
2
Arrange documents in correct order
3
Scan documents
4
Convert scanned documents to digital format
5
Name and save digital files
6
Back up digital files
7
Ensure readability of digitized documents
8
Quality check: Image clarity and alignment
9
Quality check: Document completeness
10
Verify metadata
11
Enter metadata into document management system
12
Approval: Metadata Verification
13
Tag and index digital files
14
Test retrieval of digital files
15
Quality check: File retrieval
16
Approval: Quality Check Results
17
Finalize digitization process
18
Archive original documents
19
Feedback and process improvement
Select documents for digitization
In this task, you will select the documents that need to be digitized. Consider the importance and relevance of each document in determining whether to include it. Make sure to remove any sensitive or confidential documents that should not be digitized. The desired result is a collection of documents ready for the digitization process. Do you have access to all the necessary documents? If not, who should you consult? Are there any specific guidelines or criteria to follow when selecting the documents?
1
Confidentiality
2
Relevance
3
Legal Requirements
4
Completeness
5
Historical Significance
Arrange documents in correct order
This task involves organizing the selected documents in the correct order before scanning. Proper arrangement ensures smooth and efficient digitization. Pay attention to any specific requirements or instructions on document ordering. The expected outcome is a well-ordered stack of documents. What strategies or tools can be used to arrange the documents? Are there any specific order codes or prefixes to follow? Is there flexibility in the order or any exceptions to consider?
1
Date
2
Alphabetical
3
Numeric
4
Categorical
5
Custom
Scan documents
In this task, you will use a scanner or digital imaging device to convert physical documents into digital files. Ensure that the scanner is properly set up and calibrated. Take care to scan each document with optimal settings and resolution. The desired result is high-quality digital scans of each document. What challenges might arise during the scanning process? How can those challenges be addressed? Are there any specific performance standards or scanning guidelines to follow?
1
Flatbed Scanner
2
Document Feeder
3
Automatic Duplexing
4
Color Mode
5
Resolution
1
Paper Jams
2
Image Distortion
3
Page Misalignment
4
Slow Scanning Speed
5
Large Document Sizes
Convert scanned documents to digital format
In this task, you will convert the scanned images into a suitable digital format, such as PDF or JPEG. Ensure that the selected format is compatible with the intended use and storage requirements. The desired outcome is a set of digital files in the specified format. What are the advantages and disadvantages of different digital formats? Are there any specific format requirements or limitations? How can you ensure compatibility with different systems or software?
1
PDF
2
JPEG
3
TIFF
4
PNG
5
DOCX
Name and save digital files
In this task, you will assign appropriate names to the digital files and save them in a designated location or folder. Use clear and descriptive names to facilitate easy identification and retrieval. The expected result is a well-organized collection of named digital files. Are there any naming conventions or guidelines to follow? How should the files be organized within the storage system? Are there any restrictions or limitations on file names or locations?
Back up digital files
In this task, you will create a backup of the digital files to ensure their safety and prevent data loss. Identify a suitable backup method or system that meets the organization's requirements. The desired outcome is a secure and accessible backup of the digital files. What backup options are available? How frequently should backups be performed? Is there a specific backup schedule or procedure to follow?
1
Cloud Storage
2
External Hard Drive
3
Network Attached Storage
4
Offline Storage
5
Backup Software
Ensure readability of digitized documents
In this task, you will review the digitized documents to ensure their readability and legibility. Check for any image or text distortion, blurriness, or illegibility that may have occurred during the scanning or conversion process. The expected outcome is a set of clear and readable digitized documents. What factors can affect the readability of digitized documents? How can image or text quality be improved or corrected? Are there any specific readability standards or guidelines to follow?
1
Resolution
2
Contrast
3
Image Compression
4
Font Size
5
Text Alignment
Quality check: Image clarity and alignment
In this task, you will perform a quality check on the digitized documents to ensure the clarity and alignment of images. Pay attention to any blurriness, cropping, or misalignment that may affect the visual quality or legibility. The desired result is a collection of digitized documents with clear and properly aligned images. What tools or software can be used to assess image clarity and alignment? Are there any specific quality standards or criteria to follow? How can image issues be resolved or improved?
1
Image Editing Software
2
Zoom Functionality
3
Grid Overlay
4
Alignment Guides
5
Color Calibration
Quality check: Document completeness
In this task, you will verify the completeness of digitized documents to ensure that no pages or sections are missing. Compare the digitized versions with the original documents to identify any discrepancies or omissions. The expected outcome is a set of complete and accurate digitized documents. Are there any specific verification methods or techniques to use? How can missing pages or sections be identified or rectified? What should be done in case of incomplete documents?
1
Visual Comparison
2
Page Numbering
3
Table of Contents
4
Document Index
5
Checksum Calculation
Verify metadata
In this task, you will verify the accuracy and consistency of metadata associated with the digitized documents. Check that the metadata fields, such as document titles, dates, authors, and keywords, match the content of the documents. The desired result is reliable and relevant metadata for efficient document management. Are there any specific metadata fields or standards to consider? How can metadata be cross-checked for accuracy? What actions should be taken when discrepancies are identified?
1
Dublin Core
2
MARC
3
MODS
4
PREMIS
5
EXIF
Enter metadata into document management system
In this task, you will enter the verified metadata into the document management system or database. Ensure that the metadata is accurately recorded and associated with the corresponding digitized documents. The expected outcome is a well-indexed and searchable collection of digitized documents. What document management system or software will you use? Are there any specific data entry guidelines or standards to follow? How can metadata inconsistencies or errors be prevented?
1
SharePoint
2
Alfresco
3
FileHold
4
DocuWare
5
OpenText
Approval: Metadata Verification
Will be submitted for approval:
Enter metadata into document management system
Will be submitted
Tag and index digital files
In this task, you will assign relevant tags and keywords to the digital files to facilitate easy retrieval and categorization. Consider the document content, subject matter, and other contextual factors when applying tags. The desired result is a properly tagged and indexed collection of digitized files. What tagging system or methodology will you use? Are there any predefined tags or categories? How should the tags be assigned or mapped to the documents?
1
Subject
2
Author
3
Year
4
Department
5
Keywords
Test retrieval of digital files
In this task, you will test the retrieval of digitized files to ensure their accessibility and usability. Search for specific documents or perform queries using different search criteria. The expected outcome is efficient and accurate retrieval of the desired files. Are there any specific search options or functionalities to test? How can search performance be optimized? What corrective actions should be taken if retrieval issues arise?
Quality check: File retrieval
In this task, you will perform a quality check on the retrieved digitized files to ensure their correctness and integrity. Verify that the retrieved files match the original documents and that no corruption or loss has occurred. The desired outcome is reliable and authentic digitized files. What can be done to verify file correctness and integrity? Are there any specific quality criteria or metrics to consider? How can any discrepancies or issues be resolved?
1
Visual Comparison
2
Checksum Calculation
3
Metadata Cross-Check
4
Text Extraction
5
Digital Signature Verification
Approval: Quality Check Results
Will be submitted for approval:
Quality check: Image clarity and alignment
Will be submitted
Quality check: Document completeness
Will be submitted
Tag and index digital files
Will be submitted
Test retrieval of digital files
Will be submitted
Quality check: File retrieval
Will be submitted
Finalize digitization process
In this task, you will review and finalize the digitization process, ensuring that all necessary steps are completed and all quality requirements are met. Take into account any feedback or suggestions from stakeholders or users. The expected outcome is a complete and successful digitization effort. What are the key checkpoints or milestones in the digitization process? How can process improvements be identified and recorded? Who should be involved in the final review and sign-off?
Archive original documents
In this task, you will archive the original physical documents that have been digitized. Follow appropriate guidelines and procedures for safe storage and preservation. The desired result is a well-organized and secure archive of the physical documents. What archival methods or systems will be used? Are there any specific storage conditions or requirements to follow? How can the original documents be protected from damage or loss?
1
Filing Cabinets
2
Archive Boxes
3
Offsite Storage
4
Climate Control
5
Metadata Tagging
Feedback and process improvement
In this task, you will gather feedback from stakeholders and users regarding the digitization process. Evaluate the effectiveness, efficiency, and user satisfaction with the process. Identify areas of improvement or potential bottlenecks. The expected outcome is actionable feedback and suggestions for optimizing the digitization workflow. Who should be involved in providing feedback? Are there any specific evaluation criteria or metrics to consider? How will the feedback be analyzed and acted upon?
