Digitizing old documents is a very different process, comparing to the digitization of new recent documents. The process needs a very careful planning and a precise execution.
What are the main challenges according to our experience?
The paper is fragile, especially if stored without special care or affected by unfavorable weather conditions, especially humidity and sun. So unstapeling and inserting in the production scanner should be done in a very careful way, in order not to destroy some time historical documents.
The paper type used in organizations during the last century is different than the paper as we know it today- sometimes extra glossy and thick, which is a considerable challenge in the process of capture.
The text and images on the paper have started to fade, some of the documents are practically unreadable, so it needs an additional work on the electronic image after the scanning, in order to provide a good quality output.
The majority of the old documents are typed on a typewriting machine.
There is a considerable amount of hand written documents.
Small paper notes and remarks attached to main documents, providing significant information, that has to be captured separately.
Sometimes the old documents are not segregated and stored in the categories, desired by the customer. This adds additional effort and time to perform the correct classification.
360 Solutions has successfully completed several projects of digitizing old documents, and our team would be happy to meet and share its experience in this regard. Contact us for a meeting.
360 Solutions completed the digital archiving at Engineering Services Department of ADGAS by digitizing its old documents as a final phase.
ADGAS Engineering Services Department
ADGAS Engineering Services department (ESD) in Das Island is a sole custodian and distributor of documents & drawings for all the ADGAS assets in DAS Island. ESD is divided into three section: Data management, Record office and Drawing office. ESD uses SmartPlant Foundation (SPF) and SPF tools (SPPID, SPI, SPEL and SP3D) by Intergraph for its engineering drawings and information. ESD stores the Modification files, the history of the LNG plant, in a library since 1975.
Challenges due to high volume of paper documents and especially old paper documents
Rising volumes: The volume of the hard copy files in storage has been steadily rising.
Space limitations: Continuous growth of paper documents caused space concerns.
Weather conditions: Most of the paper documents, especially the Modifications files, got affected negatively by the weather conditions.
Poor Quality: Some of the old documents ‘ quality started to get worse with the time.
Accessibility: Poor accessibility as documents could not be found easy and fast or used by more than one engineer at the same time.
Security: Paper documents mean low security.
ESD decided to go forward with document digitization and archiving
ESD decided to digitize its documents to properly organize, manage and store the data in Share Folders as its mission is to provide ADGAS users with the highest quality of document management services electronically in a timely, accurate and cost effective manner by utilizing the most advanced technology and solutions.
How document digitization enhanced the business process within the department
Quick Access: Quicker access to documents means a quicker response from employees. This saved time and money.
Storage needs reduction: The reduction of paper documents resulted in physical storage needs reduction.
Preservation of old documents: Old documents are preserved and saved from further damaged, and available to use.
Flexibility and Cost Savings: Because of quick access and storage needs reduction.
Security: The digitized documents ensured better security throughout the organization.
“It has been pleasure to work with 360 Solution to digitize our Engineering Modification documents . We would like to thank you for your efforts in making the documentation paperless.
360 Solutions helped facilitating the transition from a large paper-based system to a more efficient electronic-based system. Now we are able to provide more quality and more efficient services to our internal stakeholder by supplying information at any time by fast retrieving.”
Saleh Al Jabri– Manager, Khalid Al Hamdani- DSE, Housam Halimeh– Document Controller
and team of Engineering Services
ADGAS Process Engineering & Energy Department is divided into three teams: Operation, Process and Energy. The vision of the department is to be recognized as a reliable and trusted competent department in shaping the efficient ADGAS Present & Future Operation. The department mission is to become the best-in-efficiency Process Engineering & Energy services department .
Challenges due to high volume of paper documents
Accessibility: Paper documents consumed the storage space quickly over time. Employees faced difficulties in allocating, sorting and identifying documents.
Productivity: Paper documents resulted in limited access to information of employees from the same team. Moreover, employees’ workload increased as they were trying to match up the documents with existing scanned copies or manually, entering the required data from the documents. These issues resulted from the poor quality of the existing scanned copies.
Security: Paper documents could leak out within the organization, since individual employees were able to access records and make copies without permission. Paper documents mean low security and lack of privacy.
How document digitization by 360 Solutions enhanced the business process management improvement within the department
Easy Access: Documents are accessible to all authorised employees. Employees can retrieve the documents immediately and share them with any other employee. This saves the knowledge workers’ time .
Searchable Text: A specific text can be searched within the documents, which significantly eases the searching process for required data.
Cost Savings: The cost for data storage of digitized documents is lower comparing to paper documents storage.
Security: The digitized documents can be encrypted by access controls through passwords and an authentication system.
“360 Solutions helped us move to a paperless office environment by digitally archiving our paper documents- now we can easily access and quickly retrieve any documents. “
Haitham Salmeen Abdulla,
Manager of Process Engineering & Energy Department- ADGAS
Using digital archiving makes organizations more efficient, saves time and money in finding documents that would otherwise be lost or mislaid. Further savings can be made on the office space and overheads required to store paperwork.
Going paperless also saves the environment and makes the organizations green.
Regardless the summer time and holidays just around the corner in the UAE, 360 Solutions has been receiving a lot of last minute requests from public and private organizations in the country for digital archiving of their paper documents and switch to paperless office environment. We are more than happy that the majority of companies in the UAE gradually embrace the green idea and make a definite decision to go paperless and join the “digital family” of 360 Solutions customers.
Due to the high demand, please be advised that you can use the live chat facility on our website to talk to one of our customer representatives, where you can directly share the details of your project requirements. Alternatively you can fill the pop up quotation request form, or send an e-mail to our Business Operations Manager, Mariyana Stankova, firstname.lastname@example.org.
We are glad to help you go green, go paperless!
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