Case Studies and Success Stories from Actual Customers and Projects
Since 1992, Boston Computer Scanning (Bosscan) has helped thousands of clients successfully complete their imaging projects. Here are just a few of the situations we were called in to help, and how Bosscan found the right solution for the customer. You're not alone, we're here to help, so give us a call today and let us make your story a success.
Some of our customers come from these industries (CLICK BELOW FOR MORE INFO):
- Manufacturing Facilities
- Power Utility Companies
- Property Management Offices
- City and Town Halls
- State and Government Agency
- Public Works Departments
Documents types we have successfully worked with (CLICK BELOW FOR MORE INFO):
- Folded fragile old documents
- Combination of Maps, Letter and Legal Size Pages
- Documents stored in various locations throughout the state
- Scanning, Bates Stamping, and OCR
- High Volume, Fast Turnaround
- Migrate thousands of documents in various locations to one central Electronic Records Management (ERM) System
- On-Site Scanning and Migrating to an Electronic Records Managment (ERM) System
- Immediate, Accurate, and Secure Scanning Required
- Company Sold and Immediate Need to Scan all Records
Customer Success Stories - Testimonials (CLICK BELOW FOR MORE INFO):
- Scanning, Data Entry, and a Document Managment System for Thousands of Documents
- On-Site Scanning and Data Entry
- Scanning with Text Search
I have copied all 5 DVDs to my desktop, and have been doing some spot checking. I am so impressed and happy with the work. The searching capabilities are amazing. In the past, I have searched scanned documents and have run into problems when pages are the tiniest bit skewed, but have yet to come across any page in these files where the search can’t find a text term.
One of the things I spot checked was a few boring logs on long sheets – they might have even been larger than 11x17. My company has scanned reports containing this type of log, and they have come out awful – distorted, and essentially useless. I checked out a few of these in the documents you scanned, and they are pristine
I also appreciate that the pricing given up front was stuck to. Thank you for being so easy to work with on getting this job done. I will certainly recommend you to friends and colleagues. You will likely hear from us again...
- Amy G.
Web Based Records Management
We are so pleased with this investment for the Town. The Town has waited a long time for this kind of system.
- Gail P., Town of Skowhegan, ME
Registry of Deeds with old, fragile folded pages
The Problem: The Plymouth County Registry Of Deeds had thousands of old, deteriorating, tri-folded, odd-sized paper deeds. Staff retrieved hundreds of deeds a day for the public at a cost the Registry was unable to recoup. The Registry wanted the documents scanned but law required that they be available to the public during working hours. The Registry needed an experienced company to scan the documents quickly and efficiently while maintaining public access.
Our Solution: Our team installed two high-speed 11” x 17” scanners with flat glass and sheet feed to handle both fragile and newer pages. Then our skilled five-person crew evaluated, prepped, sorted, and scanned these active and delicate documents. We set up a document request procedure that enabled staff to request and receive a document in our possession without disrupting the work flow. We used specialized scanners that could capture the fragile documents’ light stampings and other challenging data. What’s more, we were able to adjust settings to create images that often surpassed the original quality. Samples were sent to the customer daily for approval.
Success: The Registry now has all its legacy deeds available to the public in an electronic, searchable system. What’s more, the electronic versions often have better image quality than the original hard copies.
Various sized documents stored in multiple locations
The Problem: After a significant storm caused many of its dams to fail, Massachusetts discovered significant problems with its dam-related documents: They were available only in hard copy and were spread across many facilities. After the State Office of Dam Safety consolidated the documents, a consultant created a statewide, searchable database. Now the client needed 181 drawers worth of assorted documents scanned on site.
Our Solution: Our skilled eight-person crew sorted and prepped the diverse set of documents that included onion-skin and sepia correspondence, spiral-bound catalogs, rolled maps, and other challenging material. Our experienced team knew how to tackle complicated imaging projects: The document prep team sorted color, black-and-white, grayscale, and fragile documents so the scan team could quickly scan them into their proper image type. Larger maps and plans were separated, scanned, and rejoined to their original images. Hard copies were returned to their original folders. Data was tagged with dam name, date, and document type.
Success: The State Office of Dam Safety now has all its documents in one location and integrated into an electronic system searchable by cabinet, by tags linked to images, and by text search.
Scan, bates stamp, OCR in 10 days - 300,000 pages
The Problem: A state agency was facing a pending lawsuit resulting from a roadway failure that caused a fatality. The state needed 300,000 boxed documents scanned in ten days with bates stamping and the ability to search words and phrases across all scanned images. What’s more, these documents could not leave the state office.
Our Solution: Two six-person teams worked in efficient assembly lines to quickly prep the documents (removing staples, unfolding larger documents, securing small receipts, etc.) and catalog contents for quality control. We set up high-speed scanners that could recognize bar code, patch code separator pages, and label a bates number to each image. Each day our skilled crew processed 40,000 high-quality, multi-page images.
Success: Our company delivered a searchable, bates stamped, labeled system that was sorted by box and folder type. This enormous, time-sensitive project was completed for the agency well within its ten-day deadline.
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Migrate several documents to one central electronic records management (ERM) system
The Problem: An electric and gas power company, faced several challenging problems: It was consolidating facilities into one office and had thousands of documents filling cabinets in several locations. The company also needed to reduce high labor costs associated with document retrieval. They wanted all documents computerized, cataloged, and available on their company-wide electronic records management (ERM) system. Some documents required onsite scanning; others could be removed as long as customer had emergency access. Also, indexing had to be done offsite as a post-processing job, separate from the scanning.
Our Solution: Our experienced team prepped and categorized the client’s wide variety of documents that included letters stapled to index cards, handwritten notes, oversized plans, maps, metal-clasped folders, and other challenging material. To provide emergency document access for the client, we initiated a “quick response” system to pull the document, scan, and electronically transfer it to the company. We also streamlined the indexing to save the client time and money: First we developed efficient methods of scanning cumbersome folders and documents onsite and then performed the search field indexing remotely and affordably. After carefully analyzing the customer’s existing EMR system, we created a file of search fields with linked, scanned images that would easily upload to this system and allow users instant document access.
Success: Documents are now available electronically to all employees anywhere, anytime. Each year, the customer saves thousands of dollars previously spent retrieving documents from cabinets.
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Hear what the customer had to say about our Scanning, Indexing, and setting up a Document Management System:
Boston Computer Scanning (Bosscan) set us up with our first formal document management system. They scanned and indexed millions of old company records that we were required by law, to hold on to. They came on site with their own equipment, scanned in the original documents, and returned to their offices to index those records. Because of the criticality of the original documents for day-to-day operations, the originals could not leave the office premises.
The quality of scanning and indexing was excellent! We even had on-site support to set us up with our scanners and configure our document management system. Bosscan was flexible and their great warranty really helped us get a level of comfort with the software and data.
Over the years, we have used Bosscan a few other times, as we acquired new companies. The Bosscan document management system helped us centralize our records management system, in addition to making the records available to our mobile workforce. They are a great company to work with, and have a fabulous team of experts.
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On-Site Scanning and Electronic Records Management (ERM) System
The Problem After many failed attempt to computerize facility documents this diesel engine manufacturer hired the records management consulting firm Practical Programs, Inc, (PPI) to implement its document management software. After developing the electronic records management (ERM) system, PPI needed imaging professionals to scan the plans onsite and index up to 18 fields per record for uploading to the new ERM system. PPI sought an experienced, reliable company to get the job done right. PPI hired Boston Computer Scanning (Bosscan) to image and index the plans.
Our Solution: Although the work site was 1,400 miles from our headquarters, we knew how to equip and organize our experienced team to get the job done proficiently, quickly, and affordably. A team of three skilled workers scanned documents on a large-format scanner to create 1,200 high-quality scanned plans per day for a total 10,000 images. At the end of the first day, the scanned images were sent to our office for indexing via a secured File Transfer Protocol (FTP) site. We indexed 30 fields per record at our headquarters and sent samples to the customer to verify accuracy and quality.
Success: Our company was able to accomplish what other scanning teams could not. The result was the complete, accurate scanning and indexing of 10,000 plans with up to 18 search fields uploaded to the new ERM.
Global Facilities Management Documentation Goes Digital
Engine manufacturer goes digital with massive amount of existing and vintage facilities management drawings.
The largest producer of diesel technology in the world, with over 5000 facilities in over 197 countries, sought to find a document/drawing software management system to capture and manage the massive amounts of [still pertinent] paper drawings dating back to the 1920’s. These documents and drawings reflected every engineering detail and the subsequent revision history of their many facilities. For years their filing system consisted of these drawings being laid out in numerous labeled drawers in file cabinets on a ground floor. Surprisingly, due to a one-time freak of nature, many of the lower file drawer’s contents saw notable damage when flooding occurred.
Several managers, over several attempts tried to manage efforts to get the documents scanned and organized in order to alleviate the dependency on the actual hard copies. In each of these instances the efforts failed to achieve the much needed goals. Poor organization, lack of expertise and appreciation of the task details, along with other factors, prevented these efforts from being successful. Thus, management sought to find a business partner who could provide a total solution. After over 18 months of intense research they presented the project to Practical Programs, Inc. (PPI) and their electronic document management system called Dv TDM. PPI offered a total process solution for the organizing, scanning of the paper drawings, the importing of existing electronic files and the indexing of each. Once these documents where inside the control of the full featured Dv TDM product, users had the ability to easily search, retrieve, view, distribute and manage life cycle events related to them. Accessibility was granted to whom ever needed it, no matter where in the world the individual was located.
Professional scanning equipment and crews, from PPI’s valued partner Boston Computer Scanning (Bosscan), came on-site to prepare, scan and recompile all hard copy drawings. Each scan was put through its initial QA prior to it being returned to its original file drawer. Over 1200 drawings were scanned in each 8 hour period to scanning parameters, which were client specific to ensure optimal reproduction. As groups of scanning data were obtained it was forwarded to a BCS off-site system for further QA review and indexing. Client specific indexing rules were used which consisted of up to 18 unique fields of data being input for each scanned document. Once the scanning and indexing process was completed the client randomly reviewed hundreds of records to verify the quality of the scans and indexing criteria. Less than .01 percent required any rescanning or re-indexing resulting from the QA process. During the course of the scanning exercise there were other crews from PPI that served to install, setup and configure the Dv TDM system within the client’s environment to their pre-determined business process requirements. Additionally, the client’s existing electronic files were being taged for importing into the Dv TDM system. This also included an indexing process to the same 18 field value level as the scanned documents. Due to some unique built in utilities of the Dv TDM product, there was the ability to utilize existing client folder structure indexing criteria to lessen the indexing exercise of these existing electronic files. Once documents were in the final stages of indexing, by off-site services, the Dv TDM preproduction system was being put through its final client validation steps followed by end-user training. Using built in Dv TDM utilities the final indexed records with their associated electronic file copies were mass imported into the system. Final pre-production validation commenced and subsequent to that the system went into full production mode. Today, users in the company no longer have to spend hours attempting to locate files, either through complex server folder/directory structures or through stacks of unfiled, paper drawings. They simply launch the Dv TDM system from their desktop or browser window, and easily
locate the document/record they need. The company no longer has risks associated with the inability to find a document, the possible loss or further damage to hard copy documents. Now, with Dv TDM they have a proven and effective system for managing future document and drawings. The professional business partnership between PPI and BCS was seamless and proved extremely effective thus contributing to the overall success of this critical effort.
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Immediate, Accurate, and Secure Scanning Required for Pharmaceutical Company
The Problem: Specialty Scripts, an online medical prescription company, was sold to a larger company that required all hard copy scripts and associated customer documents to be delivered electronically. These documents could not leave the customer’s facility.
Our Solution: We sent a skilled, six-person team. The team worked in an efficient assembly line to remove prescriptions from drawers, create a computer folder to record prescription numbers, and develop sub-folders to contain the images. Next, the scan team used a mid-range, high-speed, double-sided scanner capable of processing 24,000 images per day. The team created “tif” images from each prescription and placed those images into the computer folder. After completing the imaging job, the team carefully replaced the batches of folded prescriptions back in their original drawers in the correct order. The images were copied to a portable hard drive and given to the customer to check quality and place on its server. No data or personnel information left the premises.
Success: We quickly and securely processed and scanned all of Specialty Scripts prescription records, helping Specialty Scripts meet the demands of the new owner.
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Customer Service Second-To-None
Outstanding service with firm. They were able to accommodate time sensitive needs and were highly proactive in setting clear expectations and making sure the job got done right the first time. They also made sure I was satisfied with the final product before closing the books. Very professional throughout the process.
- Mike S.