The overall process of the file digital processing business includes: file volume adjustment, finishing and description, free unwinding, file scanning, image processing, data quality inspection, complete return, data backup, data hooking.
The order is: Volume > Bib > Scan > Process > QC > Return > Backup > Mount. In the previous file management digitization is the need to unwind, but now there are professional non-contact scanning equipment (such as the book2net and iscan series products) can be free of unwinding, which saves a lot of manpower and resources.
The detailed steps are described below:
The finishing of the file directory is a prerequisite for the digital processing work. If there is no correct file directory, it will bring great trouble to the post-order work, so there must be a complete and correct file directory before digital processing.
For the files to be processed, an electronic catalog is to be produced. There are two ways to make it:
(1) Using the data entry function of the digital processing software to create a directory.
(2) Using the Excel spreadsheet method, the catalog template uses the Procuratorial Organ File Directory Template document (document number is JS121006002).
If the user provides a paper catalog or an electronic catalog, we must carefully check for errors and omissions, identify errors and correct them. And modified into a field standard similar to the "Prosecution File Directory Template". For the correction of errors or omissions, the specific details are as follows:
1. If the catalogue and paper file provided by the user are not in contrast, the original content of the paper file should be entered as the standard and the error message should be deleted.
2, the entry of the relevant content of the entry must be complete, if there are ambiguous or incomplete entries to be recorded and promptly responded to the team leader, if the catalogue is to increase or decrease the relevant record fields, it is necessary to negotiate with the customer and promptly apply to the company's technology. Feedback from the department. The following entries are indispensable and are in line with the paper files:
The "volume" is the year of the management unit, the period, the volume number, the title, the serial number of the file in the volume, the title of the file in the volume, the page number of the file in the volume, and so on.
The "piece" is the year, time limit, part number, page number, title, etc. of the management unit.
3. If there is something wrong with the contents of the catalogue (such as subject content, document number, etc.), the paper file information shall prevail, and promptly respond to the team leader, and the team leader shall negotiate with the customer to solve the problem.
4, if you encounter rare Chinese characters or unclear fonts, you need to respond to the leader, and you are not allowed to solve them without authorization. All traditional characters should be entered as simplified characters when you enter them.
5. If you encounter an untitled file, record it in time and respond to the customer's negotiation.
6, on the page; at the same time to organize the record, check the integrity of the file, whether there are missing pages, missing pages, mis-editing phenomenon, whether the positive and secondary volumes are correct, and timely feedback. When there is no problem, use 2B pencil to mark the page content of the paper file, the front side is marked on the upper right side, the back side is marked on the upper left side, the page number font is neat and the size is moderate.
7, on the issue of the volume; the file number remains unchanged, the volume number is in the "volume number - volume" format, such as 0025-1, 0025-2, 0025-3...0025-12, 0025-13; if paper The file is divided into multiple volumes, but the customer does not have the volume. We need to re-number the file, add a file directory, and each volume must correspond to a file directory (not one directory for two volumes).
8, on the issue of replenishment; when the archive file is missing as a supplement, the volume number should be based on the actual volume of the paper file. Such as 0025-1, 0025-A, 0025-bu, 0025A, etc., we will remain unchanged when we do the catalog.
9, the forward slash (\, /) can not appear in the file number, volume number, part number, page number, if it is found to be changed to the middle line (-) (Note: when entering the middle line, you must use English input The half-foot entry under the law), the date format is unified with 8 digits, such as 20120206, when less than 8 digits, 0 is added.
When the above problems occur, timely feedback to the team leader, coordinated by the team leader and the client.
File scanning is the process of converting paper files into electronic files. The scanning operation sequence is as follows:
1> Import the file directory to (file digital processing software);
2> by generating a computer disk tree file directory structure;
3> Start scanning the file;
The details and requirements of the operation in the scan are as follows:
1, the scanned file storage format should be TIFF format, the resolution is 300DPI, mainly in black and white scanning, in special cases, such as when scanning photos, set the color to "grayscale".
2, the process of file scanning should be placed in order to avoid paper jams or scan data is not fully displayed. When the file is found to be missing, it should be promptly filled and the image inserted correctly. If the order of the scanned images is found to be inconsistent with the original file, it should be adjusted in time.
3. Fill in the paper file “Scan Registration Form†(Attachment 2) carefully, register the number of files transferred and the number of pages scanned, and check whether the actual number of scanned pages of each document is consistent with the number of pages filled in the file. The specific reasons and treatment methods should be indicated.
4. Files that cannot be split if there are drawings or other reasons during the scanning process should be scanned by the platform scanner. (Scanning resolution is generally recommended to select ≥300dpi. In special cases, if the text is small, dense, poorly defined, etc., the resolution can be appropriately increased.)
The image processing should be based on clear vision and complete page, and the image page should be skewed and the impurities in the image page that affect the image quality should be corrected and processed.
When processing images, keep the file number and file page number. In special cases, such as scanned photos, no image processing is required.
Don't be too hasty in the process of image processing. In order to ensure that the image is processed successfully, you must see the effect after processing. If the image quality is found to be unsatisfactory, the image should be scanned again (the first scanned image should be retained). The principle of displaying the original appearance of the file without affecting the intelligibility should be followed in the image processing. The data before image processing should be retained.
1. Check the scan files in each file directory one by one, whether it is open normally, the number of pages is correct, and whether the directory and scan files are consistent.
2. Check the tilt, sharpness, cleanliness, resolution, format, etc. of each image file page by page.
3. Check each image file page by page whether it is re-paged, out of page, missing page, incomplete page information, etc.
If the above problems occur, fill in the "Data Quality Checklist" and modify it in time. After completing the quality inspection, submit the form to the team leader. The leader of the group shall follow the second quality inspection of the “Data Quality Checklist†and check the other data by 5%.
File loading
1. Before the binding, check the file directory to check the correctness of the file number and content, and whether the file directory is clear and consistent with the file entity;
2. Check whether the various numbers of the documents in the box match the contents of the box; check whether the order of the files is correct and whether the file placement direction is correct;
3. When loading the paper, be sure to follow the page again. If the problem is caused by unpacking and scanning personnel when loading the paper, if there are any missing documents, missing pages, missing catalogues, and the test list missing, please promptly ask the transfer personnel. Inquiries, the response is resolved in time for the team leader;
4, when loading the paper must pay attention to the original appearance of the file before the unwinding, not to make their own claims, change the file loading rules;
data backup
During the scanning period, the team leader should back up more than two copies of the data in different price segments, back up after scanning, and back up after quality inspection. After all the projects are completed, after the customer experience is passed, three backups are performed.
1, burn all the data into a DVD disc backup.
2. Back up all data on your computer's hard drive.
3. Copy all the data to the customer's file server for backup.
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