KENYA · GUIDE 0567 · EDITION 4.2
Document scanning service in Kenya: Operations and Quality Checks
Deliver the agreed result consistently
Scan authorized documents into an agreed file structure, specifying page order, duplex treatment, naming, image quality, searchable text expectations, and how physical originals will be protected and returned after processing each batch.
The operating sequence for this offer is:
- Count originals and agree filenames, page coverage and secure destinations, then test scan readability before handling a complete archive batch.
- Scan and inspect orientation and missing pages, keep documents in order and log exceptions without discarding or altering originals.
- Reconcile scanned pages and index entries, return originals through a recorded handover and apply the agreed working-file retention process.
Put acceptance into the job record
Page count, orientation and readability are checked; missing pages are reported.
Ask the client to retrieve sampled pages and inspect fine print, stamps, signatures, page orientation, and missing reverse sides, distinguishing image readability from the separate accuracy of any automated text recognition produced afterward.
Inspect at the point where a correction is still possible, then again at handover. Record rejected or incomplete output separately from accepted output. A completed task is not automatically an accepted task, and an invoice does not establish that the customer received the right result.
Measure real capacity
Time preparation, the main operation, transport, cleaning, approvals and correction as applicable. The slowest stage determines how much you can promise. Where two orders need the same person, space or equipment at the same time, resolve the conflict before confirming both deadlines. An additional enquiry should not erase a commitment already made.
| Operating checkpoint | Evidence for this business |
|---|---|
| Before starting | Scan authorized documents into an agreed file structure, specifying page order, duplex treatment, naming, image quality, searchable text expectations, and how physical originals will be protected and returned after processing each batch. |
| During delivery | Scan and inspect orientation and missing pages, keep documents in order and log exceptions without discarding or altering originals. |
| At acceptance | Ask the client to retrieve sampled pages and inspect fine print, stamps, signatures, page orientation, and missing reverse sides, distinguishing image readability from the separate accuracy of any automated text recognition produced afterward. |
| At the pilot review | Keep batch inventories, page counts, rescans, unreadable areas, filename mappings, original-document exceptions, client retrieval tests, and signed return reconciliation so every digital package can be traced to the material actually received for scanning. |
Keep a correction and escalation rule
When inputs, access, specifications or customer instructions change, pause the affected work and confirm the effect on time and cost. Do not quietly lower the acceptance standard to avoid a delayed delivery. Keep rework caused by your error distinct from a customer-requested change of scope and agree the remedy clearly.
A digitization job fails when a searchable file exists but the signed reverse page is missing, or originals are returned in an order that makes the client's physical records harder to use afterward.
Retain the minimum records needed to investigate a complaint without disclosing unrelated personal information. Use measured delivery and actual acceptance as the basis for expanding capacity, rather than the maximum theoretical output of a tool or production line.
Operating control points for this exact offer
| Sequence | Work method | Release checkpoint |
|---|---|---|
| 1 | Record folder/sheet counts, binding, tears, attachments and any oversized pages. | Stop automatic feeding for fragile or unsuitable sheets and obtain a safe handling plan. |
| 2 | Test a page with small type, coloured stamp and faint pencil to choose suitable colour/resolution/output. | A smaller file is not accepted if it loses a stamp or marginal note needed by client. |
| 3 | Keep folders separate and retain order; check double-feed detection where equipment supports it. | 100 sheets duplex should yield 200 images before any approved blank removal. |
| 4 | Preserve original scan images, select correct recognition language and review key references/uncertain words. | Searchable text is checked against the image; OCR does not make a scan legally authenticated. |
| 5 | Open all ten PDFs, compare first/last pages and page counts, verify restricted delivery and restore originals. | Client can find a requested reference, and every original folder is signed back in the correct order. |
Do not substitute a tick for an observation: record the count, measurement, approved sample or evidence reference used at each checkpoint. Mark unresolved work as held and identify who can approve the recheck.
Diagnose a failure before repeating it
| Observed symptom to investigate | Check the cause | Proposed response |
|---|---|---|
| PDF has fewer pages than expected | Check duplex, blank-removal and double-feed events. | Reconcile source sheets and rescan missing images before returning originals. |
| Search finds wrong digits | Compare OCR text with the scan image. | Correct key recognition errors and flag unverified text rather than altering the original image. |
| Stamp disappears | Compare colour/capture settings and compression. | Rescan at settings that preserve the mark and recheck affected pages. |
These are diagnostic prompts, not proof of the cause in a real incident. Separate suspect output, record any correction and repeat the relevant acceptance check. Link rejected units, rework time, replacement materials, customer credits and collection delays to the actual job result.