Digitization of Construction and Environmental Files for Municipalities
Use case scanfactory
Project description
Scenario
Municipalities manage large volumes of physical construction and environmental files that include diverse document types such as A4 documents, technical plans, tracing papers, and photographs. Handling these files is time-consuming and inefficient, with increasing pressure to access specific information quickly for decision-making, advisory processes, and planning.
Key challenges included:
- Maintaining Physical and Digital Structure: Ensuring that the order of documents in the physical file is preserved in the digital version despite requiring different scanners for various document types.
- File Structuring: Organizing the wide variety of content into searchable sections for easy retrieval.
Youston developed an efficient and user-friendly approach to address these challenges while modernizing file management for municipalities.
Challenges
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1. Preserving File Integrity
Challenge
Ensuring that digital versions retain the structure and order of the physical files, despite differences in document size and type.Solution
Youston implemented a structured scanning process using barcode-labeled separator sheets to maintain the integrity of the files. -
2. Diverse Document Types
Challenge
Files contained a mix of document types, from large technical plans to small photos, requiring different scanning methodsSolution
Youston utilized a combination of specialized scanners tailored to each document type, ensuring high-quality digitization across all formats. -
3. Efficient Categorization
Challenge
Municipalities required clear categorization of documents into sections such as permits, plans, and photos to facilitate easy navigation and retrieval.Solution
Youston’s iDM software automatically split and categorized scanned documents into predefined sections, ensuring a well-structured digital archive.
Key Benefits
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Fast and Easy Access
Municipal staff can quickly retrieve plans, decisions, and advice without handling physical files. -
Improved Efficiency
Digitized and categorized files streamline workflows, allowing faster processing of applications and preparation of advice. -
Space Optimization
Eliminating physical archives frees up valuable space for other municipal needs. -
Enhanced Collaboration
Centralized digital archives enable better cooperation between municipal departments, improving service delivery to citizens.
Transformative impact
With Youston’s tailored solution, municipalities have transformed their file management processes by digitizing and structuring construction and environmental files. Key outcomes include:
- Modernized Municipal Services: Faster, more efficient file access improves responsiveness to citizens and enhances public service delivery.
- Long-Term Accessibility: Well-structured digital archives ensure that critical information remains accessible and manageable for years to come.
- Operational Savings: Eliminating physical file storage and improving processing times lead to significant time and cost savings.
- Improved Decision-Making: Easy access to categorized files enables municipal staff to make quicker, more informed decisions.
This approach supports municipalities in modernizing their file management systems, ensuring better service delivery and operational efficiency.
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Relevant services
Archiving
Free up space and store your documents in our fully controlled facility, managed by professionals. Need 24/7 accessibility? We ensure retrieval within 60 minutes.
Digitization
Scanned, indexed and backed up online. The future of your archive is digital. Our promise: access from anywhere at any time, 0% risk of data loss and 100% trust.
iGuana iDM
Centrally archive your files with our state-of-the-art software system iGuana iDM: all your documents in one place. Centralized, easily accessible and 100% secure.
Other business processes
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