Document validation services check the documents a firm captures or receives: that the scan is complete and legible, that the pages are in order, that the identity document or the invoice matches the record it is filed against, and that nothing is missing from the set. Bought as a service, the validation is done by someone else's people or software; either way, what the firm needs to keep is the result, against the numbered page, so a reviewer a year later can see what was checked and when. The free document capture worksheet on this site sizes the pages a year that would pass through validation; Batesio Pro keeps the validation result against each page.
What a validation checks
Completeness (every page present), legibility (the scan can be read), order (the pages are in sequence), and match (the document is the one the record says it is, for the client and period it says). A service that returns a pass or fail per document without saying which of the four failed sends the firm back to the box.
What the firm keeps
The result, the date, and who or what checked it, against the Bates-numbered page. That record is what turns a validation from a cost into evidence, and it is the part most firms lose because the service's report lives in an email.
When a service beats software
A backlog of thirty thousand pages, on the worksheet's default of twelve boxes, is a one-off job a service can do faster than the firm can; the daily hundred and fifty pages are a rule the software applies. Dropbox, cited below, prices a Standard team plan at $15 per user per month and validates nothing; the record of what was validated is the firm's to keep.
Questions people ask about document validation services
Is document validation the same as document capture?
Capture turns paper into a file; validation checks the file is complete, legible, ordered and matches its record. Both leave a record against the page.
Should a small firm buy validation as a service?
For a one-off backlog, often yes; for the daily intake, a capture rule and the software's own checks usually cover it. The worksheet sizes both.
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