Data & Document Management Services

As more industries move towards electronic document strategies, the question is being asked. “Are we better off outsourcing this?” More often than not, the answer is “yes.” And OnCourse is often getting the call. We offer complete document conversion services. And we’re there every step of the way – to insure that the conversion is smooth and that the solution meets your goals for both convenience and cost-effectiveness. Here are a few of the usual steps in the conversion process:

Professional Services

It’s not always easy to identify the beginning and end points of a solution. That’s why OnCourse is there every step of the way – from original design to system launch, including analyzing document origin, assessing best-practice for the capture process and refining the electronic work-flow required to complete your approval and storage requirements.

Document Readiness/Preparation

OnCourse maintains very high standards for quality. It’s why each document goes through a careful review process before being released for scanning – including removing staples, taping ripped or torn pages, unfolding bent corners and making sure the document is turned and faced in the right direction.

Document Conversion

Documents are carefully scanned for faithful reproduction, and the resulting electronic files are batched to facilitate data capture and indexing. Conversion reduces the resources needed to store and handle paper documents, and intelligent electronic backup enhances security.

Data Capture/Indexing

OnCourse collaborates with clients to establish specific procedures and rules for data capture, via electronic character recognition (OCR/ICR) and/or manual means, and indexing. Freed from paper, the data is available to serve organizational objectives.

Quality Control

Check points are instituted throughout the conversion and entry processes, and may include inspection and verification of images, data, and databases. Employee sign-offs facilitate quality measurement and tracking.

Output

Data is made available to clients via CD/DVD, external hard drive, FTP, and/or upload to an online content management system. Output files are continuously monitored to ensure that projects are completed according to predetermined SLA's.

Content Management Hosting

Short- and long-term organizational needs help determine how content is captured, distributed, stored, retrieved, secured, preserved, and destroyed. OnCourse provides content management consulting and technology solutions to help clients serve their customers, meet strategic goals, and protect against risk.

Process Improvement

It’s not a case of “set it and forget it.” In fact, monitoring and regular updates are to be expected. As is on-going dialog between OnCourse and the client. Staying flexible and open-minded is critical to the success of any document management initiative.