If this resembles your storage room...
...then we need to talk!
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Just 120 drawers, out of over two THOUSAND drawers at this site! This particular client had FOUR such vaults. Imagine the nightmare in trying to quickly locate a particular drawing? Is it in the drawer, in the proper place? Are the drawings sorted correctly? Does an engineer have the drawing out for revision? Does a vendor have the drawing? Is the drawing in the drawer the latest revision?
Clean Sweep Imaging
was contracted to scan all documents and completed this project 3 weeks ahead of schedule. We delivered approximately 100 CD-ROM's to the client to place on their server, thus giving them the security of having multiple copies of the original documents. The CD-ROM's can now be stored safely and securely off-site.
The second phase of the project involved indexing those same drawings so that they could be accessed from any company computer across the country. The indexing process allows personnel to do "keyword" searches, as well as "print-on-demand".
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Many of an organization's resources are held in its archives. Clearly, paper files require costly maintenance to retrieve, re-file, copy, fax, and find. Lost or misplaced files are always a serious problem. Older files require thinning, archiving, or replacement.
Do you realize that the majority of lost documents are the result of employee mishandling and not necessarily due to a disaster such as fire, flood or 911?
Think of the manual process today:
- Each file requires an index: Name, date, service, etc.
- Each file requires a folder with tabs and index information.
- During the active life of a file, each file requires a place to reside.
- Files are generally stored in cabinets, steel shelves, or flat files. They may even be stored on top of someone's desk. The question is: whose desk?
- Drawings are usually filed in either flat files, on racks, rolls or heaven-only-knows where!
- At the end of the "active life," files must be removed manually and archived.
Also, consider that office space to warehouse paper can be very expensive. With today's economy and the cost of real estate, this is a major business concern.
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