Unitisation and Coding Services

The key consideration within this Section is the decision on whether to objective code ESI items or not.

Overall Considerations #

There are advantages in using the firm that conducts the scanning to carry out the coding work, principally the overall control and cost saving that ensue.

The key to keeping prices down is to have the work carried out overseas. Most firms will offer a UK based service, but the cheaper rates come from shipping the work overseas. The service offerings do need to be explored, as some firms conduct their coding work in locations where the speed/quality of the internet connection is so poor, that the data needs to be transferred to that country for the coding work to be carried out. Other firms use organisations in countries where this is not an issue, and the data remains in the UK.

Example Requirements #

[CLIENT] require a supplier who will provide objective coding for [both] paper documents [and ESI]. The supplier will provide the environment in which the coding takes place.

[CLIENT] will allow the data required for the objective coding process to reside in an overseas location.

For the paper documents, suppliers will receive physical unitisation information including attachment groups and will apply logical unitisation alongside objective coding

The following coding fields will be required:

Paper Documents

  • Document Title.
  • Document Type (taken from a list provided by [CLIENT]).
  • Document Date (either taken from document or by deduction from context within the original file.).
  • Estimated Date (Yes/No field, if Yes, supplier and [CLIENT] to agree convention used).
  • Author.
  • Recipient.
  • Copyee.

Word efiles

  • Document Title.
  • Document Date (either taken from document or meta-data).
  • Author.
  • Recipient.
  • Copyee.

Excel and PowerPoint efiles

  • Document Title.
  • Document Date (either taken from document or meta-data).

The Author / Recipient / Copyee fields for paper and efiles should show the name(s) and organisation(s) in brackets as shown below.

e.g. Andrew Haslam [Allvision Computing], Fred Smith [Client PLC]. A process of names normalisation will need to be carried out.

It is assumed that the document type data for all efiles will provided as a bulk update in the export process, i.e. all Word efiles will have a document type of “Word”.

In order to carry out these activities the provider will need to:

  • Enter into a call-off contract with [CLIENT]
  • Dedicate the required facilities at their site.
  • Resource the required operations.
  • Provide an experienced project manager to manage individual projects.
  • Provide periodic reporting on project status.
  • Manage the project budget to ensure costs are monitored and controlled.

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