As part of stringent security controls, the commission required DRC to segregate the capture initiative. Here DRC took advantage of the portability and speed of Kodak i4650 Scanners, creating a secure area and moving the versatile scanners into it. Initially, the agency asked for bi-tonal scanning with spot color, as they were concerned about large file sizes. DRC recommended full colour capture and used post-scanning compression to reduce file sizes to the black-and-white level, while providing near-photographic, 24-bit quality. “The ability of the i4650 Scanners to operate at full rated speed, with many imaging and enhancement features on, allowed us to maintain productivity and quality,” Braun said. Moving forward, DRC is now proposing that the agency purchase i4650 Scanners for their future in-house capture operations.
Kodak Capture Pro Software enabled scanning of bar codes, which helped DRC match and identify docs for comparison with paper records. “This aided greatly with locating data without documents or documents without data,” noted Braun. “And unlike some competing software, Capture Pro does not ‘ding’ us on volume (with click charges), so it helped keep costs down as we were dealing with massive document volumes.”
Over a 13-month timeframe – and while file retrieval, scanning and active file management were taking place – files were also being prepared for transport to the government records storage facility. DRC’s Datatrac file inventory management system will be the source of updated file management information. This will facilitate the orderly de-location of boxes and records from DRC to the government records center, and the migration of digital content to the EDRMS. DRC will generate the outgoing manifests and prepare upwards of 300 boxes per day for pick-up by government records personnel, and will provide for complete reconciliation reports at the end of the project.
With the project’s end in sight, a member of the commission’s team noted, “Every facet of this operation exceeded our quality expectations. The document storage and archive file management was the most seamless part.” And that included security, capture, access, transition, logistics, compliance, and other critical aspects.
Barry Braun said, “This is probably the most sophisticated implementation of an integrated scanning, storage, and active file management solution ever done by a service bureau.” And now, he and DRC are ready for the next steps and to keep helping this provincial agency stride forth boldly into the digital future.