Requirements

This project required a seamless interaction between the multiple facets of operation, (logistics, document preparation, scanning, data extraction and quality assurance), to guarantee a successful service level of delivery in rolling tranches to the client. Real-time management of this project was therefore paramount to its success. 

The Process

There were 5 processes that needed to be executed including:

• Clear logistics plans detailing the movement of media during the entire process, including assessing, collecting, cataloguing, packing the files, access to each location, transportation and storage of the files, digitisation, quality assurance, box reinstatement, and safe return to the client. All plans, timeframes, and details were to be clearly set out in advance of the project commencement. Two logistics managers and a project manager managed this daily logistics exercise in real-time. These three people oversaw a dedicated collection and delivery service that covered over 120 locations nationally over a distance of more than 12,000km around Australia.
• Document preparation included logging the files’ details to create a reportable audit trail and checking the files against an internal manifest. Another essential element of this process included checking that the correct documents/folders were in the right box and that they were in the correct order for scanning as per the processing sheet.
• Process workflows were created to account for preparation space, scanner type and scanning methodology, processing time, benchmarks, metric analysis, and the eventual box content reinstatement. Document preparation included removing all staples, clips, pins, tape, and anything binding two or more sheets together, separating the pages to ensure that each page was not attached to another page, and ensuring that document pages wouldn’t get ripped or damaged in the process.
• High-speed scanning required proper consideration of the equipment at each site, including:

Outcome

This project looked at 120 advisor collections, 20 third-party storage collections, 100 digitisation staff nationally, 27497 million images, a volume of new equipment and a 6-month time frame. TIMG developed operational software on the fly and secured a working relationship with the client’s national digitisation team. We maintained service levels on all existing client work.

| We delivered this project on time and within budget, resulting in an extremely happy client and TIMG being entrusted with other matters of this kind.