Electronically Archiving Fourteen Filing Cabinets
“The project managers have a 20-year archive at their fingertips and we’re saving a few hundred pounds a year in power and maintenance by having fewer printers.”
Many IT networks that Lynx Network installs have printed plans and drawings that have to be kept for future reference. After many years these documents had filled fourteen filing cabinets full to bursting. What we needed was a way to free up the valuable floor space whilst retaining or improving access to the documents.
After conversations with our printer management partners at Workflow, we decided it was time to invest in a multi-function printer (MFP) with a fast auto-feed scanner and we set about scanning the contents of the fourteen filing cabinets. It took a whilebut we archived the documentation to a separate folder for each site; a total of just over 10GB of data. This means that the project managers can now retrieve archived drawings from as far back as the last century and view them instantly on their screens without leaving their desks.
We had several unreliable printers serving small teams, so we took the opportunity to consolidate by removing the old printers and diverting the workload to the new full colour, high resolution, fast MFP.
Also, because the colour printing was so clear and sharp, we saved time and money by printing marketing material in-house rather than using a printing company. At the same time, we could easily customise the marketing message to individuals.
The space previously taken up by the arrays of filing cabinets has been put to good use, giving us improved meeting space.
Also, the project managers have a 20-year archive at their fingertips and we’re saving a few hundred pounds a year in power and maintenance by having fewer printers.
We now plan to convert the scanned documents to readable pdfs and then to index the contents using Konica’s dokoni Find data capture and management software. This will enable staff to search the archive for any words or phrases in the same way that a search engine searches the web. It can also recognise key fields on a document to automatically file scanned documents to the correct folder.
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