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The installation of Kodak i4650 scanners with ADF and Kodak Capture Pro Software enabled the digitization of a wide variety of documents related to the government sector, achieving a significant reduction in time and managing user needs by extracting the required information in a satisfactory way.
Context:
One of the legal bodies in Peru sought digitization solutions, expanding its installed base of equipment as it did not have an adequate quantity to speed up the process of intelligent information capture. Due to the thousands of documents they handle every day, it was necessary to renew the fleet of Kodak Alaris scanners to enable their employees to continue to carry out their tasks easily and without the need for manual tasks.
Current situation:
The institution handles millions of documents every day, each with its own structure, functions and competencies. These include civil, criminal and labor documents from different districts of the country. Due to legal and transparency requirements, the files cannot be detached at any time and must remain intact at all times. With reference to the digitization process, avoiding any alteration to the order of the documents and cases, maintaining transparency in their management is crucial for this organization, so we investigated the situation and implemented a digitization solution that would meet the needs mentioned above.
Objective:
To make the digitization process more efficient, optimizing and reducing operator time, and not only that, but also the procedure for naming the document.
All with a light and effective format so that it can be sent to an application that the client has, without forgetting that these documents contain sensitive information and are complex to capture efficiently, due to the different types of size, thickness and age.
Solution:
By installing 40 Kodak i4650 scanners, when finalizing the installation of scanners, a pilot was carried out and proof of concept tests were done in all the entities where it was possible to physically take the scanner and provide live training to the operators to ensure the correct use of our solutions, providing easy access and conversion of the documents since it is extremely important to ensure the correct understanding of the metadata extraction and database overview since the client used to use a different interface .
Digitization was carried out using Capture Pro software, which allows for fast and accurate digitization, executing data extraction to the client's database and easily integrating with the client's current applications and institutional processes.
Benefits and Results:
Thanks to the comprehensive Kodak Alaris solution made up of several elements and installed for information capture, the speed, image improvement and metal detection added value to the proposal in a remarkable way, since this entity, having millions of documents, sometimes staples tend to escape, being a differentiator.
Capture Pro software now shares information securely throughout the institution, generating high-quality images and offering accurate data for the client's applications. One of the many benefits is that it can be used without an Internet connection, making it available at all times and ready to be consulted.
In conclusion, value was added by achieving a reduction in the time taken by the digitization process, satisfying internal staff by streamlining the document upload process through the merging of our software with the client's applications, achieving the initial objective: the reduction of time and the streamlining of operational work, with a light and effective format in an efficient way thanks to our sustainable solutions that facilitate the development of institutions.
