Valuable Office Space Freed Up
The Challenge
The City of St. Louis Building Division had hundreds of thousands of paper building and demolition permits that were stacked floor to ceiling, literally filling a large room with wall-to-wall paper. Employees risked disappearing for hours every time they entered the maze of files, forced to face the paper monster of the file room. To help them navigate through the labyrinth of paper, a strategic partner of DISC Corporation’s, NuParadigm, was brought in by the City to install its DataFlow™ document management software.
Choosing DISC Corporation
The DataFlow system did an excellent job of organizing the inflow of new paperwork, allowing the city to electronically store and catalog vast amounts of information without adding to that overflowing storeroom of paper. Once the system was up and running smoothly, the time came for the City to attack the maze of historic paper documents. They needed that valuable office space. DISC Corporation was chosen to handle the significant task of getting these documents scanned into the format needed to work efficiently with the City’s new document management system. The job involved a rigid schedule that included picking up batches of documents from the City office location and bringing them to DISC Corporation to undergo the scanning procedure. Each piece of paper was electronically imaged and indexed, then everything was burned to CDs for easy download into the DataFlow system. Throughout the process, the City was able to contact DISC Corporation and quickly retrieve fax copies of any document they needed while their files were being processed at DISC Corporation’s location.
The Project Results
The scanning project took a total of 15 weeks to complete the initial project, and the end result was that over 160,000 pages of imaged documents now resided in the City’s document management system. The image processing and indexing procedures were of exceptional quality, with each document accurately identified and catalogued to ease the archiving process and to ensure easy retrieval of any document in the future. NuParadigm’s Implementation Manager, Tena Combs, worked closely with DISC Corporation throughout the project and couldn’t have been more pleased with the experience. “DISC Corporation was extremely customer friendly and worked with our client’s needs,” she said. “There were no errors in the document types or indexing. They did their due diligence work upfront in learning the system, and their quality assurance was top notch.” Upon project completion, the City had freed up valuable office space, freed workers from rooting for hours amongst thousands of pounds of cumbersome paper files, and electronically warehoused years’ worth of important documentation for secure storage and easy retrieval.
“We were very pleased with the service, the quality and the quantity of DISC Corporation’s work. They picked up documents exactly on the schedule they laid out, gave us ready access to our documents during the scanning process, and they completed everything within the specified timeframe.”…The City of St. Louis – Building Division