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6.6. Scan Services

abacab cloud solutions GmbH digitises paper-based files, documents and records – from collection
through to delivery to the customer’s target system. The specific scope is tailored to the document

types, filing structure and import specifications.

Our services:

▪ Collection and handover: Scheduled collection, labelling of containers and batches, and docu-

mented handover with any noticeable discrepancies recorded.
▪ Document preparation: Preparation in accordance with the agreed procedure; removal of any-

thing that might jam the scanner, sorting, and separate handling of suitable non-standard formats

or sensitive documents.
▪ Scanning and OCR: Capture using agreed scan profiles and file formats. OCR text recognition

and agreed image corrections may form part of the service.

▪ Quality control: Checking against agreed criteria such as completeness, legibility, alignment and

assignment. Errors are, where possible, corrected or re-captured.

▪ Indexing and tagging: Capture of metadata according to document types, mandatory fields and
the assignment rules of the client’s target system; unclear entries are handled in accordance with

the agreed procedure.

▪ Transfer to the target system: Provision or agreed import of files and index data in the appro-
priate structure. Transfer lists and available import messages assist with verification.

Project Coordination and Process Reliability

Before work commences, the scope of the collection, scanning and quality criteria, index fields, target

system, transfer process and the future handling of the paper originals are defined. In the case of

replacement scanning, the process can be tailored to the specific project in accordance with BSI TR-

03138 (TR-RESISCAN); the scope of application, security requirements, measures and evidence must
be agreed separately. This does not entail a blanket commitment to compliance or certification. The

client decides on the retention or destruction of the originals following their own legal and technical

assessment; destruction takes place only on the basis of a separate agreement. Legal content review
and permanent archiving are not included, unless expressly commissioned.

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