One of the largest conservation groups in the world (conservation.org) encountered
a problem in one of its field offices. The office scanned all incoming documents,
but the process was slow, inaccurate, and not fully automated.
CTI determined that the organization’s scanning equipment was insufficient for the
company’s workload. The system required the operator to identify where to store
the files, which increased the error rate. The storage capacity for the documents
was too small and when documents arrived at the office, there was no process in
place to notify employees about their arrival, which caused the field office to
miss important deadlines. Frustration also built over the amount of time spent looking
for information, since there was no system in place to search and retrieve information
CTI replaced the old scanning equipment with faster, up-to-date models. CTI also
designed a special barcode system, in which the operator entered the document’s
name and subject on a desktop computer. Once the document was scanned, the barcode
system identified the document and automatically stored in the proper place and
extracted relevant data. Once the document had been scanned and stored, the system
sent out emails to staff members associated with that project. The documents were
scanned using Optical Character Recognition (OCR) technology and a full text search
capability was added. To increase storage capacity CTI used CVISION compression
technology to reduce the file size by an average of 60% percent.
The time spent retrieving information was reduced by 80%-90%. The time spent scanning
incoming documents was also sharply reduced. The full text search capability allowed
staff members to obtain information that was previously hard to locate. The system
required no addition to the IT infrastructure which kept costs down and compressing
the files eliminated the need for more storage capacity. The system worked so well,
the organization is now planning to implement it in other field offices.
The field office reported the time to retrieve documents has been reduced by 80%-90%.