Scanned Quality Record Digitization SOP Template
Scanning quality records well decides whether OCR and document AI can use them later. This SOP defines the settings, naming, indexing and checks that give you a trustworthy digital record.
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Scanned Quality Record Digitization SOP Template
Standard Operating Procedure
Acme Precision Ltd SOP QP-0412, Revision A Effective: 2026-11-01 Title: Digitization of Quality Records
Purpose and scope
This procedure sets how paper quality records are scanned so the digital copy is complete, legible and readable by OCR and document AI.
Records covered: First article inspection reports, certificates of conformance, material test reports, calibration certificates, inspection travelers.
Scan settings
Resolution: 300 dpi Mode: Grayscale Format: searchable PDF (PDF/A where required by the customer) Deskew and blank page removal: on Do not apply aggressive compression that removes stamps, signatures or fine print.
Procedure
1. Check the paper record is complete, signed and dated.
2. Remove staples and unfold pages. Scan every side that has writing, stamps or markings.
3. Scan one record per file. Use separator sheets for batches.
4. Name the file using: RecordType_PartNo_LotOrPO_YYYYMMDD.pdf
5. Index the file with record type, part number, lot or PO, supplier and date.
6. Upload to: Controlled records library on the document management system
Verification
| Check | Method | Result |
|---|---|---|
| All pages present | Page count equals paper count | |
| Legibility | Zoom on signatures, stamps and numbers | |
| Index data | Compare to paper record | |
| OCR text | Search for part number in file |
Retention and disposal
Retention: As required by contract or customer flow-down, minimum 10 years Original paper: Retain for 30 days then destroy Disposal is recorded in the log and approved by the quality manager.
Approval
A starting point. Confirm that digital copies are acceptable to your customers, certification body and any regulator, and check the retention clauses in your contracts before destroying originals.
Index scanned records automatically
Optional: see how private document AI can read certificates and link them to ERP lots.
Optional. The tool and every export work without this. No spam.
How to use the template
Fill in your document number, record types, scan settings, naming pattern and repository, then export to PDF or Word and route through your normal document control approval. Train the people who scan, and keep a short work instruction at the scanner. The naming pattern should match what your quality system and ERP use to find records, usually part number plus lot or PO.
Scan settings and why
Three hundred dpi grayscale is a common balance between readability and file size, and gives OCR enough detail for small print. Black and white at low resolution can wash out stamps, and heavy compression breaks fine characters. For handwritten entries, a higher resolution and a color or grayscale mode help both human readers and recognition models. Always keep the stamps and signatures that show the record is approved.
Verification and traceability
Check page count against the paper, then zoom into signatures, serial numbers and heat numbers. Run a text search on the part number to confirm the OCR layer. Record who scanned, who verified and when, so the digital copy has the same chain of custody as the paper. For AS9100 and ISO 9001 environments, this supports control of documented information, though your own audit rules decide what is required.
Common mistakes
Frequent errors are scanning only the front of a double-sided record, combining several certificates in one file, and destroying the paper before checking the copy. Another is changing the naming pattern midway through, which breaks searches and automated ingestion.
Frequently Asked Questions
What resolution should I scan quality records at?
Three hundred dpi is the usual choice for typed and printed records. Use higher resolution for small print or handwriting. Check your customer or regulator for any stated minimum before you set the standard.
Can I destroy paper after scanning?
Only if your contracts, customer flow-downs, regulators and certification body allow it. Many aerospace and defense contracts specify retention of originals or approved digital copies, so confirm this before you set a disposal rule.
Should scans be PDF/A?
PDF/A is designed for long-term archiving and is a good choice when records must remain readable for many years. Some customers require it, so check your contract and your document system support.
Why does naming matter for OCR?
Consistent names and index fields let ingestion systems link a document to the right part, lot or PO without guessing. Errors in the file name often cause downstream matching failures even when the OCR read is correct.
Netray builds private document AI that reads scanned certificates and test reports inside your network and links them to ERP lots and POs. Ask us how it fits your records process.
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