Document Management

After receiving documents from our circle offices, they are first verified by our verification experts and only after the completion of verification process, we initiate Document Processing activity. This activity encompasses the following processes

• Inwarding

• Batching

• Data Entry

• Data Entering Auditing

• Data Delivery

Inwarding is a process where each document is assigned a unique serial number. This serial number is stored on our systems and it really comes handy in tracking of the document as required, without putting much efforts. Batching is next level of serialization, carried out to locate and track documents smoothly and accurately with the help of uniquely assigned batch numbers.

The next process of Data entry is done with the help of our specially programmed software, that can be customized as per our requirements. It involves the conversion of typed and handwritten text, on paper or scanned image, into electronic information by manual typing along with the help of Optical Character Recognition (OCR) and Optical Mark Recognition (OMR) softwares. This job is done by our qualified, well-trained and experienced Data Entry operators. For the accurate representation of data, we use our customized software, which conducts logical and other checks to achieve 99% accuracy. The remaining gap of 1% is covered by our data entry auditing team, through cautious inspection of data, already rectified by the software. Once the data is digitized and audited, it is delivered to the clients on CD or through internet.

Supported by our humongous Document Collection network, we are able to offer our service even in the remotest areas of India. This becomes possible due to the presence of our hardworking and diligent executives, who attentively collect data from the far-flung areas of India with utmost care and then pack and dispatch the assembled documents to the assigned circle office by means of a reliable courier service.

We are in process of expanding our collection network in a bid to cover whole of India but as of now we are collecting documents from the remote areas of the following states:

The biggest advantage of having a document in an electronic format is, instant access from anywhere in the globe with the aid of personal computer, network or web. We convert all documents into digital format to provide our customers the same advantage and accessibility. The scanned images are indexed in a friendly and logical manner to allow quick and efficient retrieval. The flexibility of our services bring forward the most viable solution to cater individual preferences and needs.

The highlights of our scanning services are:

• Accurate indexing

• License free viewing and retrieval software

• Up to 20,000 A4 pages (equivalent to eight filing cabinet drawers) per CD

• High resolution images

• Output in many file formats

• I.T. Support

• Secure collection and delivery service

• Scan single and multiple-page documents

Document/s or file can be returned to the customer anytime during the process, on request. Customers are suggested to keep duplicate CDs with them for added safety and convenience. Optionally these CDs can be stored with us, if required.

This is another dimension of phenomenal services offered by us. Address Verification is a very tedious task due to the enormity and diversity of India. But we have a perfect solution for that. We have a large team of industrious Address Verification Agents, who are specially trained for this kind of job. Most of them are multilingual and are well-versed with this field. All these agents are true professionals and being well mannered and soft spoken help them in this kind of job, which involves interaction with lots of people. Their knowledge of more than one language helps them in covering remote areas of our country, where the dialect changes every few miles. This is an E-age and to make good use of technology, these agents are trained to be tech-savvy. Their methods of address verification are reliable and accurate to the satisfaction of the client.

Document Verification is another important part of Document Management Process. This is a critical process where there are no scopes for any errors or ambiguity. We have recruited the meticulously trained verification executives to carry out the verification process. These verification executives have got sharp skills to catch and eliminated even the subtle errors, which might get overlooked even after prolonged checking. We put their exceptional skills to use during the verification and auditing of documents subjected to the norms provided by our clients. Document Verification process can be further elaborated into reappraisal, inspection and modification of documents to achieve the regulatory standard and specifications desired by the client.

At the behest of our clients, the carton of documents can be stowed in our state-of-the-art warehouse. This warehouse has been incorporated with latest technology for the efficient and quick retrieval of documents. This computer aided retrieval system is extremely secure and saves lot of office space by archiving loads of hard copies of documents. The salient features of our service are:

• Warehouse is equipped with fire protection system to prevent any possible hazards
• All the documents are stored in air tight boxes which are strongly built and are made from fire-retardant material
• Warehouse is free from moisture and pests
• All document types are indexed for fast search and retrieval
• Search options and output results can be configured
• Search results can be displayed based on their relevance
• View search results by relevance and importance

With our excellent services, we have been able to carve out a niche for ourselves in this industry. Keeping customer’s needs and convenience higher in the list of our commitments, we offer a same day retrieval service if requests has been made before noon. These documents are returned to clients either by our delivery or post/courier service.