The document conversion process within Dozuki involves a series of steps aimed at transforming your existing documents or procedures into digital, standardized, and interactive formats for easy access and sharing within your organization.
At the outset, you, the client, embark on the process by identifying the specific documents or procedures that are to be converted into digital formats using Dozuki. This can encompass a diverse array of materials, including user manuals, assembly guides, standard operating procedures, and safety protocols.
The collected documents may need to be organized, cleaned, and sorted. This includes removing duplicates, fixing errors, and ensuring that all necessary documents are available and in good condition.
Please note: If your source documents exist in physical formats, such as paper-based manuals, they must undergo digitization by converting them into electronic formats like PDF or Word. High-quality digitization is essential to ensure the content remains clear and legible.
We recommend that clients send their files in either Word or PDF format, as these are the most compatible and easily convertible formats for our workflow. While we do accept and can work with various other file types, using Word and PDF files ensures the smoothest conversion process.
For convenient document sharing, using Google Drive or SharePoint is preferable, as these platforms seamlessly integrate with our system.
Document Review and Update
The document review and update phase entails a joint effort between you, the client, and the Dozuki Professional Services (PS) team.
As the client, you are responsible for reviewing the content of the source documents to validate their accuracy, relevance, and completeness. This phase provides an opportunity to enhance and update the content, ensuring it remains current and aligned with your organization's best practices.
Simultaneously, the Dozuki PS team conducts a thorough review of the documents. This review serves to assess their complexity, identify potential obstacles that may arise during conversion, estimate the time required for the process, and establish the most effective approach for the conversion. It's a collaborative effort aimed at ensuring a smooth and successful transition to digital documentation within the Dozuki platform.
Conversion Approach Determination
The PS team initiates the process by assessing the source documents to select the most suitable conversion approach. They then devise a strategy for transforming the source documents into the desired format. This strategy encompasses choices related to data extraction and alignment with the new format.
Additionally, the PS team maintains open communication with you, reaching out with any potential questions, ideas, or suggestions. The ultimate goal is to choose a format, whether it's a step-by-step guide, a comprehensive wiki, or another Dozuki format, that best aligns with the content's nature and your organization's requirements.
During the data extraction phase, the PS team's focus is on carefully extracting information from your source documents. This process is tailored to your specific project requirements.
It involves collecting various types of content, which can include:
- This involves capturing the written content from your documents, whether it's regular text, tables, headings, or lists.
- If your source documents contain images, the PS team ensures these are accurately captured and converted. This might include photos, diagrams, charts, or any visual elements.
- Keep in mind that the conversion into Dozuki will be more successful and visually appealing when the source documents contain higher-quality images.
- Other Content
- Depending on your project's unique requirements, data extraction may extend to other elements, such as audio, video, hyperlinks, or any embedded data within your documents.
The PS team employs a comprehensive approach that leverages a combination of software tools and meticulous manual oversight to guarantee precision. Software applications, including data decompression utilities and advanced photo editing tools, streamline the extraction and conversion of data. For content that is intricate or lacks structure, our team provides hands-on, personalized attention to ensure accuracy.
The extracted data then undergoes refinement and formatting to fit seamlessly into the structure of the target format. This involves tasks like text formatting, image resizing, and data organization.
The methods we use for data extraction and the extent to which we extract data are tailored to your project's goals, the characteristics of your source documents, and your desired outcomes in the new format. Our aim is to make sure your converted documents accurately preserve the information from the source, maintaining their integrity and usefulness in their new format.
After the conversion, the PS team diligently reviews the converted documents, conducting meticulous inspections to identify any discrepancies, inconsistencies, or errors that may have arisen during the conversion process. In essence, it's our way of double-checking to make sure nothing important is overlooked or compromised.
Should any discrepancies or errors be detected, we take immediate action to address and rectify them. This may involve revisiting specific conversion steps, fine-tuning data extraction procedures, or making adjustments to the formatting and layout of the documents.
Review and Approval
This phase is the point at which you take center stage in ensuring that the converted documents align perfectly with your unique needs and standards.
During this phase, we hand over the converted documents for your inspection and assessment. We recognize that no one understands your specific requirements better than you do, and your feedback is invaluable to us. Your role here is to carefully review the converted documents and assess them for compliance with your established standards, expectations, and objectives.
We encourage open and transparent communication during this stage. If you have any questions, concerns, or specific requests, this is the ideal time to share them with us. We're here to listen and to make any necessary adjustments to ensure that the final product is precisely what you envisioned.
After the conversion project has been successfully completed, our commitment to your satisfaction doesn't end there. We understand that transitioning to a new document format or system may sometimes bring about questions or unforeseen challenges. That's why our Professional Services and Support teams remain at your service for post-conversion support.