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One of the best ways for government entities to have the potential to implement more efficient and secure administrative processes is through digital transformation. This implies an improvement in user service, as a higher quality public service is provided.
Overview:
In an effort to optimize and streamline its administrative processes, this public entity, whose purpose is the administration and representation of funds in Bolivia, needed to carry out an innovative document digitization project in conjunction with Kodak Alaris and Bomesco, an authorized wholesaler in Bolivia.
Previously, users faced several challenges and obstacles in the customer service process, including slow and cumbersome administrative processes. In order to initiate requests, each executive had to manually capture the information, and there were cases in which errors or lost documents meant that the processes had to be started from scratch.
Challenge:
The aim was to provide much faster customer service, in which an executive could register all the information in their system. This involved not only the collection of documents in physical form, but also the digitization of the documents at that moment.
In addition, due to the handling of large quantities of documents containing sensitive information, they sought to minimize the loss, duplication and deterioration of these documents.
Solution:
The project consisted of the implementation of more than 500 Kodak ScanMate i940 scanners at the organization's headquarters, strategically distributed in key service areas, allowing employees to quickly process the documentation necessary for the management of requests.
The Kodak ScanMate i940 scanner, thanks to its size and design, could be placed on individual desks, allowing executives to digitize documents on the spot and then file them in the user's folder.
Benefits and Results:
The digitization of documents speeds up the processing of requests, as well as facilitating the location and retrieval of information. By not needing to search through physical filing cabinets, executives can easily locate documents in a matter of seconds using their internal system, which brings with it greater efficiency, productivity and security of confidential information.
Having files in digital format allows different executives and decision-makers to access and consult the same document simultaneously. It is no longer necessary to print documents in order to share information, thus streamlining review and decision-making processes.
