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Government agencies around the world are trying to improve productivity and replace the problems associated with paper documents with digital solutions, as manual processes are slow and costly, making it difficult to search for information.
Overview:
The government agency in Mexico, dedicated to administering justice in society through the application of legal norms in conflict resolution, handles approximately 15,000 documents a day, the information of which must be shared between administrative buildings and courts.
They were looking to optimize the flow of information in their administrative areas, due to the high demand for document digitization, as well as the backup of sensitive information such as trials, releases, rulings, etc. In order to comply with the new regulations on digitization and access to information required by the National Institute for Transparency, Access to Information and Protection of Personal Data (INAI), they had to update the databases installed in all the buildings and courts of this government entity.
Challenge:
The challenges related to the management of user documents had two main focuses: The first was to standardize access to information from the different offices of this entity, since not having the documents that are part of its processes in digital format made accessing them time-consuming and complex.
And the second was the transfer of physical documentation. As the organization had information offices in different locations, the transfer of physical paper data led users to realize that information was being lost, highlighting the importance of the mandatory preservation of documents and their protection to avoid threats that could put them at risk. Therefore, it was necessary and urgent to carry out a process of digital transformation.
Solution:
Through the implementation of 108 units of the Kodak S2080w A4 flatbed scanner and 27 units of the Kodak E1040 A3 flatbed scanner, distributed throughout the organization's offices, employees were able to capture and distribute data from their existing documents with superior image quality and data accuracy, using Smart Touch technology.
The integration of the flatbed scanners offers even greater flexibility for capturing hard or delicate materials.
Benefits and results:
Thanks to the Kodak Alaris solution, the digitization of documents in high volumes was simplified, mitigating risks through secure data storage and management, in addition to complying with current standards for digitization and access to information.
The installed scanners can process all the different types of documents that are processed in this organization. The format of the documents received for their daily activities range from large formats such as letter size and double letter size to specialized formats such as credentials, children's or studio photographs, among others, so the integrated flatbeds speed up scanning times.
By being able to access complete files from the institution's various offices, it was possible to reduce the time executives spent reviewing and gathering information via the intranet. Currently, they have access to all files on this same internal network, without having to move physical documentation, therefore, in addition to labor savings, costs associated with the transfer of documents were also eliminated.
The acquisition agreement took about a year, to be supplied in two parts or exhibitions, so that, in mid-December, the last delivery of the project will take place.
