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The General Archives Law in Mexico is a public order legislation that is applicable throughout the national territory. Its objective is to establish general principles and bases for the organization, conservation, administration and uniform preservation of the archives of various government entities, authorities and organizations.
Now, why is the digitization of documents in government agencies relevant in the context of this law? The answer lies in the fact that the General Archives Law seeks to promote the use of archival methods and techniques that guarantee the organization, conservation, availability, integrity and rapid location of archival documents. By adopting digitization, government agencies can achieve these objectives more efficiently and effectively.
Overview
In an effort to comply with the General Archives Law and improve the efficiency of their processes, the authorities of a Mexican municipal entity embarked on a search for a solution that would allow them to digitize and organize their archives quickly and effectively.
With a dense population and government offices crowded all year round, the need to speed up processes was pressing. Although they had already implemented some digital solutions for certain procedures, there were still numerous procedures in which citizens had to go in person and present physical documents.
Challenge
The challenge was to find a way to streamline their processes without compromising compliance with the General Archives Law. In addition, a unified platform was required that would allow the creation of user profiles and offer real-time access to digitized and categorized information that would protect the identity of each applicant and their personal documents that they were required to present to the institution.
Solution
13 KODAK S3100 scanners and 8 licenses of the KODAK Info Input Solution software to be distributed among various municipal offices throughout the country. This revolutionary solution allowed documents to be digitized and classified instantly from the moment they were received to initiate the application, which has greatly streamlined all the daily procedures and processes of the offices.
Benefits and Results
Thanks to the implementation of KODAK S3100 scanners and KODAK Info Input Solution intelligent document processing software, the digitization of large volumes of documents has been simplified. This greatly reduced the time needed to carry out the processes requested by citizens, which translates into more efficient and satisfactory service for the public. In addition, this municipal entity fully complies with current regulations regarding digitization and access to information.
The KODAK scanners installed are capable of processing all types of documents that arrive at the municipal offices, which has made it possible to turn processes into agile, precise and reliable tasks when executing requests. This transformation is a clear example of how Kodak Alaris technology can revolutionize document capture in any environment.
In summary, efficient document digitization has been achieved in this municipal entity, streamlining processes and reaching levels of public satisfaction never seen before, to mention just a few of the benefits obtained. With Kodak Alaris at the forefront, the foundations have been laid for a more efficient public administration and unprecedented institutional progress.
