Data-Core participated in a back-file conversion project in a major South American country, for an agency of their Federal Government. The project required Data-Core to provide on-site scanning and indexing of 10,000,000 double-sided land records.

The land records presented a unique problem: they were oversized (17 ½” X 22”), cardboard-like documents that were stored in large (10 ft. high),circular files. These files dated back as far as 1887. These often fragile documents were the only sources of land record information for the agency. Further, over the years the backgrounf color for the form used for land records changed. Additionally, much of the critical index information was written in pencil or light-colored pen.

This project required the use of high-speed, vacuumfed, straight-path scanners to assure that these delicate documents would not be destroyed. As with all of Data-Core’s Backfile Conversion projects, specific workflow criteria was established and detailed specifications concerning the operational procedures were drawn out and implemented. This involved the identification of unique carts to easily transport the documents from the file rooms to the processing center, and the implementation of document-reject criteria. Critical to the process was the document control logic, including document preparation and batching, which provided a unique method to monitor and track the land records from file extraction through processing and its return to the original file.

Utilizing five high speed scanners, Data-Core captured over 100,000 images per day. Since the indexing required was rather extensive, we stored the images on digital linear tapes. We produced two copies of the tapes, sending one copy to our wholly owned offshore site in India for double key entry of the critical index data. There was effectively a one-week lag time between the scanning and keyboarding. The index data was then sent to an interim local area network, where the Client’s employees reviewed randomly selected portions of each batch for quality. Subsequently, the reviewed file was uploaded to the Client’s imaging system for use by the end Client.

This project was expected to be completely within approximately eighteen months. However, we requested permission from the end Client to implement a partial third shift during the latter portion of the project. Consequently, we completed the project by the end of month fourteen. The project was completed before time and within budget.


Case Studies