Step 2 – Conducting a Quality Control Process on Imaged Documents

Quality Control is the visual review of image and index information.  After the process of imaging or scanning the documents is completed, a visual quality control check is required to ensure official records are a complete and accurate representation of the original paper format.
The following industry Quality Control guidelines apply: 
  • Each scanned image must be inspected visually to ensure that the image is legible and complete and accurately captures the information contained in the original.
  • Visual inspection requires that images are in the correct order, all pages (both front and back) are included and pages are not skewed (sideways or upside down).
  • When index information is assigned and entered manually, such as a title for an image, each image must then be retrieved and visually verified to ensure that the index information has been entered correctly.
  • Automated image capture software and image retrieval systems must allow image and index information to be visually verified and approved.
  • Establish a plan for reimaging the original hard copy if visual reviews reveal that an image is illegible or incomplete.
  • Organize imaged hard copies so that individual original records can be retrieved up to the point that quality control reviews are completed.
  • The original hard copy may be destroyed after visual verifications are completed and may be kept for a temporary period (i.e. 1 month).