Case Study: Scan and Share Records

    The Challenge

A heavily regulated corporation was downsizing its office space. As a result, business owners were required to move the majority of their physical records into offsite storage. INI, Inc. was approached to help a department within the organization to determine how much of their collection was already digitized then scan and index physical documents missing from the electronic collection. And finally adding the records to an existing share drive. 

Objectives

  • Ensure that all physical records were inventoried, scanned, indexed, and added
    ​to the shared drive. 
  • Create easy-to-follow naming conventions and directory structures for future additions.

The Solution

INI, Inc. was enlisted to do the following within a two month timeframe:
  • Develop and document standard naming conventions and directory structures
  • Compare and contrast physical records to electronic documents 
  • Rename and move existing electronic documents into relevant folders 
  • Scan physical records, not already in electronic format, then add to appropriate directory
  • Document file name changes, the addition of new directories, and the addition of new documents in an Excel spreadsheet

Outcome

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The project was completed two weeks early and under budget. During the project, INI, Inc. discovered that the existing digital collection was missing 480 records. We digitized the documents and added them to the original collection of 6,435 records which increased the total document count by seven percent.

INI, Inc. also enhanced the directory structure by adding three levels of classification including location, file type, and year. In doing so, the directory structure and naming conventions became more usable and have made the documents easier to find.
WHY NOT MOVE THE
ELECTRONIC DOCUMENTS DIRECTLY INTO THE EDMS?
The business owner needed complete access to the documents and the organization’s ECM system could not meet his business needs.

The standard taxonomy created during the project will be repurposed when the business owner is prepared to add his records into the EDMS system.   

How Can We 
Help You?

This is just one example of many projects we have completed for our customers. We will work closely with you to develop a project that fits your needs, your budget, and your technological constraints.
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Contact us at InSight@iniinc.com, call us at 713.869.8756 or
fill out this form for a free quote.