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The government sector has many documents stored over the years; the installation of Kodak i4650 scanners and Kodak Capture Pro software made all the difference, managing to preserve their physical state thanks to the use of the complementary accessory, the A3 flatbed.
Context:
The government agency sought digitization solutions, acquiring a comprehensive solution that included software and hardware to streamline the intelligent information capture process. The entity already had scanners, but their processing speed did not allow for a significant reduction in the time taken by operators.
Current situation:
The institution handles millions of documents every day; loose, stapled, bound papers, etc. We are talking about millions of property registration files to be digitized per headquarters, since a file can often consist of one, two sheets, as well as 500 or 1000, seeking to maintain the originality of any file at any time, avoiding deterioration at all costs. Once the documents have been digitized and stored in the vault, they must be kept for the corresponding period of time before they can be destroyed.
The client was thinking of developing an application on his own in order to extract the generated metadata, since in Peru it is difficult to find comprehensive solutions in which you don't have to contract a separate module to help you generate the metadata. However, our Kodak Capture Pro Software came integrated with the scanner, and we, having the solution and the technology, the client concluded that there was no need to develop such an application.
Objective:
To reduce times and increase speed during the digitization process, keeping the documents in perfect condition, facilitating the obtaining of and access to metadata for the corresponding users within the institution with a light format and user-friendly software for easy understanding of the required process.
Solution:
By installing 120 units of the Kodak i4650 scanner and Kodak Capture Pro software, one per site, the aim was to provide easy access and conversion of documents, providing the experience of satisfying the need to acquire software that complements the digitization of documents, in order to achieve storage on in-house servers and ensure the security of the information.
In addition to digitization, the state of each delicate document was preserved, since thanks to the A3 flatbed, it allowed the document to be accommodated very naturally for later scanning. It is worth mentioning that, at each stage of the solution implementation process, we had the support of the Kodak Alaris technical team to clarify any doubts about the understanding of the metadata and database extraction landscape.
Benefits and Results:
Thanks to the comprehensive Kodak Alaris solution installed for information capture, the digitization process was improved, ensuring the physical state of each type of format thanks to the versatility of our A3 flatbed scanner. The most valuable aspect of each process is the metadata generated, as this information is sent directly to a database and it is here that we stand out from all the manufacturers currently in Peru, as the client did not have to purchase an additional software module.
One of the main benefits was the detection of metal in the sheets, as many of them were stapled, there were positive comments towards the brand for the comprehensive solution, but above all for the equipment, as it was a high-speed scanner. In terms of process automation with respect to the information uploaded to the cloud, it improved, since some simple processes such as the name of the document were recorded manually. Now, thanks to Kodak Software Capture Pro, it is possible to extract the index by automatically generating metadata.
In conclusion, this project and implementation played a very important role for the institution, since in addition to having the equipment installed within the corporation, it favored the collaborators who spent a considerable part of their time digitizing these documents, by having the opportunity to have a Kodak Alaris scanner, productivity increased by a significant percentage, yielding better results in the day-to-day work in terms of document preservation and digitization times.
