Digitizing 300,000 documents to free space taken by 125,000 folders, and converting them to electronic copies that can be easily stored, searched and retrieved
This client is one of the Emirates’ Government Departments in UAE. Multiple departments of the Government, including Administration, Crown Prince Office, Immigration, Purchase, Legal, Media, Library and Region Development were considering complete digital transformation. These departments were operating manually at offices, and the communications were through hard copy documents. This solution was implemented for the Administration Department.
The Administration Department had more than 125,000 physical folders, containing around 300,000 documents. The space occupied by this was becoming a problem with the growing size of the documents. It became necessary to convert the folders and files into an electronic format and maintain them in an easily accessible system.
Somnetics studied the existing procedures and accordingly created a solution design to digitize all the physical documents. The local team was trained to carry out the process of scanning and Scanstream bridged the scanned output which was OCRed for Arabic/English with i-doc. The physical location of the documents i.e. Room/Cabinet/Rack was captured and included in the barcode.
The physical documents were digitized with the footprint of the physical locators, enabling the searching of documents from 300,000 files in milliseconds