 Document Management & Workflow Specialists
(865) 450-9696 |
County Government
Business Challenge:
Our client is a county school system with a large volume of archived student records (over 1.8 million pages) which needed to be scanned in order to reclaim warehouse space. Our client needed a plan to convert these paper files to digital images within a six month timeframe. Since the student records were in an offsite storage warehouse, retrieval of records was very tedious. The client wanted greater accessibility along with space savings.
Infotek’s Solution:
Working closely with the Department’s Supervisors and Director, Infotek recommended a two-phase technology solution that was approved by the School Board in 2001. the first phase involved the installation of a complete in-house document management system at the Central Administration location, including EMC’s ApplicationXtender, and DiskXtender. This in-house system allows the school system to scan, index and manage their day-forward active student files.
Concurrently, Infotek’s Conversion Services were employed for both their active and inactive student files. The scanned images were returned to the schools and seamlessly imported into their new EMC document management system.
The second phase incorporated EMC’s WebXtender, which securely provides document management system access to the schools via the World Wide Web. This allows personnel at remote school sites to access files of students without having to send couriers across town to retrieve them.
Results:
Using high volume scanners along with very sophisticated capture software, Infotek was able to convert these documents within 6 months to 92.8 GB of optical storage (eleven 9.1 GB optical platters). Utilizing their own in-house scanning system, the school system has continued to add student records to their imaging system on an ongoing basis. The school system is now able to retrieve not only their active records, but their historical files as well on the same system without any delay.
