Changing paradigms in information management is no small feat. Transitioning from paper-based records to digital systems, and from legacy frameworks to integrated solutions, is inherently challenging. Adding the complexities of business mergers and office relocations makes such efforts even more daunting.

 

Facing the hurdles of relocating to a new building, consolidating office space, and expanding business lines, the agency required a solution that not only facilitated the digital conversion of records but also ensured uninterrupted access to critical files throughout the process.

• 4 lines of business
• 55,000 files
• 15,000 linear feet of files
• 10,000,000 images under management

Already committed to the vision of content integration and management, a High-Profile Provincial Government Agency entrusted OpenText to spearhead a complex transition. This initiative involved relocating over 5,000 boxes of essential regulatory records within a month, converting “core” files to digital format, and ingesting them into the corporate document management system.

 

OpenText teamed with DRC Information Outsourcing Services (IOS) partner, leveraging the company’s expertise to provide a robust back-file digitization and day-forward “bridge” solution. DRC implemented secure chain-of-custody procedures to de-locate the 5,000+ boxes to its secure storage facility, paired with interactive inventory management control systems. Through its Storage, Scanning, and Active File Management services, DRC granted the agency real-time visibility into all stored content across multiple business lines.

 

Ahead of the digitization phase, DRC conducted a thorough review of quality standards given the diverse range of content, including large-format drawings, stamps, handwritten documents, and more. They proposed using 24-bit color imaging to ensure photographic-quality digital representations. To mitigate concerns over file size, DRC applied post-scan compression techniques, achieving optimal balance between quality and manageable storage requirements.

 

While digitizing records and managing daily file retrievals, DRC prepared records for their eventual transfer to the government records center according to retention policies. DRC’s Datatrac system served as the foundation for organizing the de-location of 5,000+ boxes from its facility to the records center, generating manifests and reconciling deliveries at a pace of up to 300 boxes per day.

 

With information requests often exceeding 50 per day, the agency’s Records team utilized DRC’s Datatrac portal to search, retrieve, and request files for same-day or next-day access, even during critical circumstances. DRC’s database instantly updated file inventory details, providing transparency and maintaining tight chain-of-custody protocols. Files were seamlessly returned to the agency or refiled at DRC’s storage facilities.

 

DRC normalized data from various systems to align with the agency’s regulatory assurance platform, ensuring a seamless ingestion process into the corporateb repository. Critical file components became readily accessible to users via controlled self-service features.

 

This collaboration proved instrumental in enabling the agency to achieve all objectives, ensuring operational continuity during the transition while laying the groundwork for an integrated, digital future.