Recently one of our clients asked us for help in digitizing their large format drawings. These maps and plats were stored in a haphazard manner and the documents were continually being put back into the wrong location. Additionally, the drawings were damaged by continual handling. These documents represent the assets of the agency as well as the location of potentially hazardous structures such as water, gas, and electrical utilities. An additional issue was the slow access time to retrieve these files should there be a disaster natural or manmade that made access to these drawings mission critical. need to be able to research the records of the county voter The answer to the problem was to scan all of these records and store them in a cloud-based Electronic Content Management system (ECM).
Here is how we solved the problem for this agency:
Steps in the process:
1) A complete inventory of the plats, drawings, and maps was created.
2) A cost proposal was presented to the agency’s management team for approval.
3) The documents were boxed up and moved to our scanning center.
4) The files were prepared for scanning and scanned on our Large Format scanners.
5) Indexing was accomplished using the database information from the title block of the documents.
6) The scanned documents were uploaded to a cloud-based Electronic Content Management (ECM) system.
7) The scanned files were returned to the agency for long-term storage.
Benefits of the solution:
- Retrieval times were reduced from hours or days to minutes
- Documents were no longer misfiled
- Documents were not accessible via the web portal 24/7 in case of emergencies
- Mission-critical files are now protected from abuse
The Cost versus Value Decision:
The cost versus value decision was simple for the agency. These files had to be protected and a disaster recovery strategy was implemented. The digitization of the maps, plats, and drawings and the cloud storage solution solved their issues.
Contact us for help:
If you would like to learn more about our large format record scanning or the other record digitization strategies that we have developed for our clients please give us a call or email us, we will be glad to help you.
ECM Today! (833) 227-6552
Email: [email protected]
Website: www.ecmtoday.com
Comments are closed