Step 9. Quality Assurance: During the final QA process, the digital images are transferred to the media (hard drive, thumb drive, etc.) on which they will be delivered. After transfer, the images are again checked against the originals for image quantity & quality, resolution, file format, etc. Issue sheets (if any) are checked to make sure all issues were resolved. If the issues were not resolved, the work will be returned to the previous step for correction. The digital files are checked, on multiple computers, to make sure each opens and closes properly, and that all the files were transferred completely. Original materials are verified against the incoming inventory as they are packed to insure all materials are returned to you. Lastly, we contact you to let you know your work is complete, invoice you for the work, and set up delivery or shipping instructions.
Step. 5 Receiving your materials: When we receive your materials, we do a thorough inspection of the containers, to insure nothing was damaged during transport. Then, we compare the materials to your inventory list, and do a thorough inspection of each item received. We verify condition of the material, characteristics, and quantities received. Your materials are then placed into our secure storage. Lastly, we notify you of receipt and any discrepancies/ issues.
Step 1. Customer Contact: You, or the company you work for, has decided that there are books, documents and/or photos that need to be converted to digital images. You contact IRIS via phone, fax, email or use our Contact Us page. We will discuss your needs, what types of materials you have to scan, and what you'll be using the digital files for. Click Here to see Questions to ask yourself before you begin your scanning project...
The Iris Resources' Process
Integrity Resources & Imaging Services, LLC or (dba) IRIS Resources (IRIS), is a multifaceted organization offering imaging services for states, libraries, institutions, businesses and private entities. With over 70 years of combined imaging experience, your material will receive the appropriate handling and care while being digitized. Whether you have documents, records, books, manuscripts, magazines, photographs, blue prints or maps we can digitize them for archiving, reproduction, republishing or the web. Our mission is to bring the depth of our combined experience and expertise to meet your digitizing and archival needs.
Step 6. The production process begins - the audit: Your materials are transferred to our auditing area. We again compare the materials to the inventory you provide. Each item (books by volume, files by box) is then entered into an Excel spreadsheet. A tracking sheet is prepared for each volume or box to tell the production operators what scanner to use, the scanning resolution, and whether to scan in black & white(bitonal), color(RGB/CMYK) or grayscale. It also includes indexing information, post-scanning processing of the images, output file type, and any other specific customer requirements. The tracking sheet documents times and dates for each operation performed, along with the operator that performed the work.
Step 2. Site Visit/Viewing the materials: Depending on your physical location and the size of the job, we may visit your site or ask you to send samples of the material. We need to view the materials to give you the most accurate pricing and time frames for completion.
Step 7. Scanning: Your materials are then transferred to the scanning area. During the scanning process the operator verifies that they've captured all the images, that the images are in the proper order, the quality of the image, the resolution and file name. The operator will document the time and date of scanning, and provide their initials. The operator will also create an issue sheet to document any abnormalities, if found, during scanning.
Step 3. Quoting: Once we've reviewed your materials, we'll provide you with a quote that includes the scope of the work, detailed pricing for each operation to be performed, and an estimated time frame for completion. We can also provide you with samples of the final digital images to insure that you understand what you'll be receiving.
Step 8. Image Processing: Once your materials have been scanned and quality checked, the materials and images are transferred to the image processing area. During this step, the images are converted to the final file format (pdf, tif, etc.), deskewed, blanks are removed and they are rotated to a right-read orientation. The images are then quality checked to the original materials to insure that all images were captured, that the images are in the proper order, quality of the images, resolution and file name. The operator will document the time and date of processing, and provide their initials. If any abnormalities are found, they will add those to the existing issue sheet, and return the work to the previous step for correction.
Step 4. Everything looks good...you're ready to get started: You've looked over the quote, everything looks good, and you've made the decision to move ahead with the project. Based on our previous discussions, we will either pick up your materials, or have you ship them to us via the carrier of your choice. We will ask you to provide us with an inventory of the materials, a signed copy of the quote, a purchase order (if you use them), and if needed, a signed copyright release form. If you're a new customer or your job is over $500, we may also ask for a 30% deposit before we start (negotiable).