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In the education sector, it is essential to take advantage of technological advances that make it possible to streamline the school control system and access to information, resulting in improved service to the academic community. Therefore, digital transformation is an opportunity to achieve efficiency in administrative processes and reduce the paperwork for teachers, who will be able to devote more time to the development of pedagogical activities.
Overview:
A Higher Education Institution in Argentina, with the aim of modernizing its administrative processes, decided to implement the digital transformation of documents, taking on the challenge of digitizing its historical archive and daily workflows.
The client had already been managing its native information in digital format for more than 5 years, so the current challenge was to digitize its historical archive to add it to its digital repositories and thus improve its administration, internal and external customer services, as well as optimize the management of its processes.
Challenge:
The client sought to digitize a universe of 18 million images of historical documentation and daily flow.
As the documentation covered different historical periods of the institution, the diversity of paper not only varied in weight, type and size, but also added another challenge, which was the condition of the archive, which had been stored for many years in different environmental spaces, which meant that different treatments were adopted to avoid damage to the documents, ensuring their legibility and thus being able to successfully complete their digitization.
The main objective was to identify and establish the needs and objectives of the project, with the aim of converting them into an action plan that would be transversal for all areas and stakeholders, obtaining a solution that would comply with the quality standards that the Institution has carried forward in so many years of experience.
In collaboration with CopiandoNet, an authorized wholesaler in Argentina, this challenge was taken on, with the commitment to establish the needs of the project, guaranteeing the legibility, preservation and security of the information.
Solution:
The documentation was in different states of conservation, some cases even dating from the 20th century required particular care, not only because of the state of the material, but also because of the information contained in them.
The information was stored in different types of containers, folders, ring binders, leaflets, magazines, books, among others, with different means of fastening, such as brooches, metal butterfly clips, plastic rings, two-hole metal fasteners and in different sizes from 5x5 cm to A3 or larger.
The solution implemented by Kodak Alaris consisted of three capture islands, each with a KODAK i4250 production device and KODAK Capture Pro LE software, connected by a network to a centralized Kodak Capture Pro Autoimport station linked to Kodak Capture Pro Software stations, to index the output of the different documentary series in the capture islands.
Benefits and results:
The digitized documentation became part of the electronic file managed by the educational institution and its integration into the document management system brings immediate benefits to the organization, significantly shortening user consultation times and providing immediate and multi-user access to documentation, thus optimizing decision-making.
As for the documents in the historical archive, all were digitized without suffering any damage, thanks to the Kodak i4250 equipment that allowed the archive to be digitized at high speed and with excellent quality, handling bound documents and books without compromising the integrity of the physical documents.
The security of the documents was guaranteed, especially those with sensitive information, as the data is processed directly in the scanner and exclusively in volatile memory, ensuring the deletion of the data when the device is transferred or turned off.
This solution is part of the client's strategy of managing all its information digitally, incorporating everything processed in this project into the existing digital native universe and thus providing a comprehensive solution by converting all its documents into a digital repository.
