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Commercial Real-estate Firm Establishes In-house Scan/Archive Department
THE CLIENT
The client is one of the largest owners, developers, and managers of commercial real estate in the U.S. Recently, the firm transitioned its information support process from paper to electronic documentation. Now, all of their business documents are first scanned at their scan center, organized, and then routed electronically to the departments required to process the information and make resulting decisions.
Prior to this transition the real-estate firm routed and processed their business
information in physical paper form and then scanned and archived them as part
of their long term document retention process. Their goal of bringing scanning
into a "go forward" method was desired as it would create opportunities for
faster decision making, increased document security and reduced immediate and
long term costs.
THE ISSUE
The client's challenge was to establish an experienced in-house scan and archive department that would take the post digital archiving function to a pre-business process function. As information would be needed by internal users (now in electronic form) for decision making, this plan required faster turnaround of scanned and archived documents, as well as more upfront work to index and securely identify these documents. In the past, documents would be digitally archived into the corporate information systems after traditional and slower paper based routing methods were used.
Under the new model, all documents would first be received by the newly established scan center requiring this department to identify the document category and manually enter the core indexing information. This would allow for quicker electronic routing of information while simultaneously pre-positioning long term digital document storage.
THE SOLUTION
BW Document Management Solutions ("BWDMS") was hired by the client to assist
in achieving this transition. BWDMS provided on-site facility management scanning
and archival services for the incoming paper documents establishing a new electronic
workflow and routing of electronic file information to the various business
departments. Working in coordination with client senior management and application
engineers, BWDMS provided self managed expertise, staffing, client user communication,
and digital file creation. The scan center was established and today the operation
scans over 100,000 business related documents a month.
BWDMS had as many as five people on site, as well as a complete backup staff
dedicated to this client from its 4,000 sq. ft. production facility in Wayne,
NJ. BWDMS provided the front line and backup support that the company required
to be successful during its transition by allowing the client to focus on their
overall strategy for compliance, software procurement and technical integration.
At the conclusion of this assignment, BWDMS transitioned the scan center back
to the client, providing temporary staffing and back up services for the larger
project requirements.
WHO WE ARE
At the heart of BWDMS' scanning operations is its highly-trained team of solutions
experts, several Kodak series scanners, and a well-tuned network allowing large
amounts of documents to be scanned and archived quickly. With the ability to
store hundreds of boxes at any one time, BWDMS handles all the tasks from document
preparation through scanning, indexing, and electronic image and database delivery.
In addition, BWDMS provides enterprise-level professional services in compliance
expertise, file management integrations, and client training. BWDMS can be reached
at 212-643-0600.
Our staff is ready to assist you. Contact us at customerservice@bwepro.com or
by calling 212-643-0600.
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