Converted & Digitized Old Documents with Document Management Techniques
Converted old documents and ensured proper management of them.
It’s a famous old university in the United Kindom and it offers a variety of programs to students across the globe. The university has been in operation for more than 200 years now and still competing with other universities. Students across the globe come here to study in different courses and grab the best job from here. Mainly, the university is famous for its history, philosophy, and management programs. Every year, more than 3K people graduate from this university, and out of them, 2.5K re-apply for post-graduate programs.
The administration of the university decided a few years ago to digitize all its operations. It has been 3 years since that decision but the university’s administrative team still facing issues in document managment. Before digitizing the entire administrative operations, digitization of all the hand-written records is essential. Therefore, the administrative team was looking for a partner who could transform all hand-written records into digital format. Along with that, they could also manage all documents properly with appropriate measures.
Importance of Document Management Services for Educational Institutions
Document management plays an important role in educational institutes, especially at the current time. Most of the educational institutions embraced the digital revolution and upgraded their system to the digital sphere. To scale up the digitization process, education institutes rely on the document management process first. Document management is a comprehensive process as it includes file management, media storage, online reporting, and many other things. Managing documents properly ensures the storage of vital data in the database and eases their retrieval process.
Typically, educational institutions rely on professional outsourcing companies for document management purposes. They choose outsourcing for many reasons; one, it saves costs; second, it attracts experts, and lastly, it doesn’t hamper the core functions. Therefore, educational institutions always focus on outsource document management services from expert professionals. The outsourcing experts help in online reporting and monitoring of the documents and provide file room solutions. Besides that, they provide the utmost security to the documents and ensure critically sensitive university information is safe and secure.
Issues the University Faced
The university has decided to digitize all the documents just five years before. It has divided the entire tasks into 5 parts and each part will be finished within a year. However, with the help of the internal team and some external help, the university completed to finish 3 years of operation but stuck in the last 2 years. Therefore, it has created a roadblock situation along with many other complexities in the process.
The university holds old documents of more than 200 years in its storage. With the help of data entry experts, the university wanted to manage all the old documents accurately through efficient data entry management procedures. However, due to the wide expansion of the project in 5 years, the university’s team applied different practices to the same documents. Therefore, it created a lot of confusion while searching the documents in the database. The university wanted a simple procedure to digitize all the documents without causing any confusion.
The internal team made another big blunder by not following any specific format while digitizing the documents. A total of 20 people worked from the university’s side for this document management and digitization process. Each person performed the task in their specific measures and diluted the uniformity of the resources. All the respective persons did not maintain consistency of style and format altogether. They use their personal measures to perform the work. For instance, a person marked an image with red color to highlight while another person marked the same document with blue color. Therefore, it created confusion regarding the uniformity of format. The university wanted external help to remove the confusion and make the database uniform.
The university has a huge collection of books but all in physical format. Therefore, they wanted to shift their collection from a physical library to a digital library via digitalization. However, the number of books is huge, and it needs efficient document management solutions in this case. It became a challenge for the team to perform all the tasks by themselves. Therefore, they wanted a quick solution that could fix all the issues and handle their pressure.
Tailored Solutions AskDataEntry Provided
To provide the best solutions from our end, we assessed the entire requirements first. We got the project brief from the university’s team directly and planned the work accordingly. This was a continuous project with no specific deadline but an estimation. With the following step-by-step approach, we developed and implemented custom solutions for the university.
Deployment of a Continous Team
Our efficient and active team planned and executed the entire project. They made a special and continuous team out of the most efficient members to perform the tasks. The scanning and image professing framework needed a continuous process that could feed documents. Thus, the team took responsibility and made the process continuous with their excellent document management & processing skills.
Improved Image Quality
To record the documents in the database, the client wanted our OCR services also. However, they provided us with bad-quality images that have no use in the document management process. Hence, our team has improved the quality of the images by applying various metrics and cutting-edge technology. We have converted all the images into text format and saved them in the database. It helped the client to publish digital versions of old records directly from the database.
Database Creation and Data Posting
By applying the measures of document management, we created a customized database for the client. We added all the features that the client demanded from us through document management best practices. After creating the database, we started posting to the database as per our planned schedule with the client.
Applying Document Management Tactics
We performed this project with the application of best document management practices. Our team specializes in these skills thus we applied everything wherever necessary to make the deal efficient. Besides that, we applied all the security measures accurately to ensure proper management of crucial documents.
Ben J Kate
We have a huge list of documents to manage for our educational institutions. AskDataEntry helped us with its document management process to cover our entire list. The team of AskDataEntry perfectly assessed all aspects of document management needs and then provided the solution. We are very thankful to AskDataEntry for this help.
