Client: Fortune 1000 insurance company with a massive records center located in St. Louis County, Missouri.
Situation: 50+ years of growth by acquisition left this major insurance carrier with decades of vital policy holder information which was only accessible through antiquated microfiche and microfilm viewing platforms.
Help client eliminate the costly process of manual file access and retrieval
Reduce overtime, overhead and cost overruns associated with manual retrieval
Streamline and accelerate policy information access
Digitize massive amounts of archived policies – that had no backups
Remove any exposure the client may have encountered if the microfiche / microfilm files were lost, damaged or deteriorated beyond use
Solution: Eliminate the company’s exposure through digitization and conversion of all microfiche / microfilm to digital files. Microtek, working in close coordination with the client, created a dedicated microform conversion center with multiple scanning workstations and personnel working two shifts per day. Microtek set up a bulk digital file cache and provided the search tools and training for quick retrievals of the daily policy information requests. Each day the scanned files are transferred to the client’s storage servers and securely copied to the client’s out-of-state servers. As retrievals of the digital files are made they are integrated into the company’s Content Management System.
Retrieval time for archived policy information was greatly reduced, thus increasing productivity and decreasing customer response time
Costly employee overtime required to manage the old system has been reduced by >50%
Dependence on outdated microfiche / microfilm units is being eliminated
Case Study: Manufacturing
Client: A medium sized industrial grade equipment manufacturer in operation for 65 years.
Situation: Decades of product designs, specifications and pre-CAD archives were only available as paper files. In addition to taking up valuable square footage, the threat of losing these valuable assets to fire, water or other disasters would jeopardize the company’s ability to stay in business.
Create a turn-key system allowing instant digital retrieval for 65+ years of documents
Consolidate enormous amounts of company/client information stored in numerous locations
Address the company’s “indefinite retention requirement” for records
Eliminate risk of losing design files due to man-made or natural disaster
Solution: Utilize Microtek’s experience in handling older, multi-sized records and provide a simple, cost-effective conversion of the paper files to a digital format. Group both letter size and large format drawing together by client, project, year and other parameters to create comprehensive and easy-to-access digital files. The client was also provided back-up files allowing all information to be maintained off-site for disaster preparedness and space efficiency purposes.
Hundreds of man hours saved annually due to ease of document access and retrieval
Risk of loss of files due to man-made or other disaster has been permanently mitigated
Removal of paper archive clutter has opened up space for current employee needs
Client: Manufacturer of variously-branded tools.
Situation: Continuing through several decades of service, this company has accumulated thousands of manuals that take up much needed space. For each model and every product manufactured by the company, a set of operator and repair manuals are created. The manuals are perpetually maintained and made available for consumers and industrial users to reference. However, storing, managing, copying and distributing copies from the very large number of manuals became unmanageable for the company and they have commenced the process to execute an alternative method. Additionally, the manuals contain both text and diagrams, which make the process more time-consuming and challenging for the company by itself.
Manage widespread volumes of archives
Maintaining the manuals has become extensive and a time burden
New products are continually being manufactured, which creates more work for employees
Solution: After the company thoroughly searched for alternatives to managing their excessive quantity of guidebooks, they chose Microtek to scan, index and convert the contents of the manuals to CDs for consumers to reference. The digitized information is now hosted on the client’s website server where it can instantly be accessed by users worldwide.
Employees worry less about transferring information so they have more time to carry out company-specific activities
The company accomplishes more outside work because of a lighter internal work load
Physical conditions of manuals hold less significance since they are being electronically maintained
Case Study: Pharmaceutical
Client: International Pharmaceutical Company – R&D Department
Situation: Researchers capturing information and results of long-term experiments utilize hardbound notebooks (vs. computers) to allow for quick reference to recorded notations, insights and findings. Due to size and breadth of research initiatives, the company is in a state of continuous experimentation. During the R&D phase, manually recorded findings in hard bound lab notebooks is optimal, however; there was a need to build a digital image archive of information.
Keep notebooks intact; they cannot be taken apart to individual pages
Prevent damage to these valuable notebooks by conventional document scanners
Preserve the structural integrity of both the notes and the book
Solution: Microtek researched, located and utilized a scanner specifically designed to capture and digitize information for this type of application. With this unique system now in place, these irreplaceable research books are regularly delivered to Microtek’s secure scanning location for digitization. Potential medical advancements located in these books are scanned, thus providing access to findings for client researchers across the enterprise.
High-quality images of each page are captured without jeopardizing the original book
Company researchers across the globe now have access to these potential medical advancements
Information sharing can happen without risk of loss or damage to original documents
Case Study: Accounting
Client: A major shoe manufacturer, merchandiser, and distributor.
Situation: A large number of mission-critical paper documents are received each day by the client, which must be scanned and made available on their company website within twenty-four hours. Through experience, the client found it difficult to process the paperwork in a time-efficient manner. Coincidentally, corporate management had mandated that each department find a way to significantly downsize and reduce costs. After carefully analyzing their in-house production costs, they looked for alternatives and found that outsourcing this work would be less expensive and would guarantee information to be available for their clients and meet strict time requirements.
Sort hundreds of incoming critical documents daily
Sort and upload critical documents to the company’s website within short time constraints
Meet department downsizing and budget restrictions required by corporate management
Solution: Following an in-depth evaluation of available outsourcing vendors, Microtek’s Service Center was selected for the project. The paper documents are now picked up daily and brought to the Service Center. There, the paperwork is sorted, prepared, scanned, and uploaded to the client’s server.
Microtek is able to efficiently help the client by sorting through and uploading critical documents to a server for easy access
Client budget and department downsizing constraints are met
Case Study: Automotive
Client: Multi-national chain of auto repair franchises.
Situation: With widely scattered offices in several countries, management decided to centralize the collection and distribution of all paper accounting records. This office would be responsible for receiving the records and posting their contents on the corporate server. The office chosen, however, was not equipped or staffed to deal with the huge amount of incoming paper.
Manage and post thousands of incoming critical documents on the company’s server weekly
Process records and update the online server without delay with understaffed office
Solution: Various alternatives were explored and it was determined that outsourcing the work would be the least expensive and most efficient way to handle the project. Following an intensive investigation, Microtek was selected to receive, prepare, scan, and index the records. Currently, the results are uploaded directly to the client’s web server via Microtek.
The client now efficiently is capable of publishing their records directly to their server in a timely and cost-friendly system
Turn-around from receiving records to publishing has been cut by 50%
The client is now more time-efficient and can focus more on their business operations
Case Study: Education
Client: A long-established secondary school containing many graduate’s permanent student records on microfiche and numerous rolls of microfilm.
Situation: Continually, current students and alumni request their records, and retrieving their information is burdensome, time-consuming, and difficult to complete in a timely manner. Extensive searches on microfiche and microfilm for students’ records were a major issue with completing requests quickly. Also, the equipment was constantly in need of extensive and costly repairs. Because of a limited budget, the cost of purchasing a replacement unit was immediately ruled out.
Staff manually searching physical archives for specific files
Limited budget restricted the school from purchasing new equipment and greatly delayed their performance
Constant requests from students and alumni create an overwhelming number of record requests for staff
Solution: Microtek scanned the existing film onto CD’s for less than the cost of new equipment. The requested images are now readily located on the department’s existing computer and laser-print copies are created on plain paper. They are of a higher quality than before, and are produced at a lower cost. Occasionally, additional savings result when the digitized record is delivered electronically to the requestor.
Staff members able to search the school’s database to locate records
The school now meets their budget and gains additional savings when they deliver records electronically
The new process enables office workers to quickly access specific files and mail or deliver them electronically
Client: The registrar’s office of a major university located in Missouri.
Situation: At this educational institution, existing storage space was scarce. Especially at the end of each semester when students are transferring to other schools, the office is flooded with transcript requests for staff members to retrieve and provide copies to transfer students. At peak periods, the number of requests often exceeds the department’s capability to provide a timely response. A system for students to receive their requested transcripts in an efficient manner was needed.
High request volumes overwhelm staff members and cause longer than normal turnover from requesting to receiving transcripts
Physical storage space is limited and could be used for other office supplies and/or documents
Solution: Microtek designed and installed a departmental digital imaging system for the University. One feature of the system permits the registrar to deliver transcripts electronically by attaching the image to the original emailed request. This eliminates the need to locate the original document, make a copy, re-file the original, then mail or fax the copy to the requestor. The resulting convenience and savings in time and postage costs, quickly paid for the implementation of the new system. Also, the system was designed to integrate with the Registrar’s future plans. They include having Microtek create microfilm from the digital images for archival off-site preservation, and to integrate the digital images into the University’s computer network. This step allows authorized faculty and counselors to access information from the University’s network. Microtek’s training and ongoing support have proven to provide ongoing savings in time and expenses.
A user-friendly system allows the registrar to easily locate and send transcripts
Storage space is vacated, allowing more freedom to use that space as needed by the organization
Case Study: Finance
Client: A nationally recognized brokerage firm with a seat on the New York Stock Exchange.
Situation: The firm’s certificates and related documents had to be microfilmed separately. Executing a successful transaction proved difficult because it required the valuable time of a highly trained employee to locate and compile the certificate and each of the proper related document images to comply with the Securities and Exchange Commission’s regulations.
With high call volumes and congested work spaces, it became easy for documents to be misplaced in the workplace
In this financial environment, valuable time and money is lost when a highly trained worker must find a myriad of proper forms and submit them
Proper documentation must be presented for the SEC; therefore, it is crucial to quickly identify, track and retrieve them
Solution: Microtek installed a digital imaging system for the brokerage firm. The solution also included an indexing system to electronically match and display, both the certificate and related document images as a single transaction.
Documents are instantly saved on the firm’s server so ensuring accurate storage and retrieval are not lost
Immense amounts of employee time is saved since each file is directly loaded to the server and organized to show all paperwork for each transaction
Founded in 1968, and headquartered in St. Louis, Missouri, Microtek specializes in services and systems for records, data, and information management. Microtek is dedicated to maintaining expertise in the most recent information and document imaging technologies through continuing education in the latest products and service techniques. We combine this with over 50 years of hands-on, real world experience. Read More »