Summary :  This client had a number of reasons for converting their paper files to an electronic format, including saving space, easing accessibility, retaining the integrity of the data, as well as streamlining their legacy document archiving process. Documents within the organisation were only available as folders stored in a physical location, which were difficult for stakeholders to access and required substantial storage space. Lexdata was asked to provide a digitisation solution that could improve accessibility and ease navigation of these documents, while still retaining the original filing structure.

Solution :  Lexdata replicated the exact structure of the client's filing system into digital form, by using innovative folder structures and bookmarking. Optical Character Recognition (OCR) was then applied to the documents, to create an easy way to search the documents without manually going through each page. The documents were also stored in PDF/A format for a longer life cycle, availability and compatibility. As the digital format developed by Lexdata mirrored the organisation's original storage structure, the clients did not have to learn a new filing system, and as such, had no trouble adapting to the new solution.

Summary :  This client had a set of documents that were published in the early 1980s, which unfortunately, were not available in a digital format. The client was heading a project that involved re-issuing these documents with updated information relevant with current times. Due to the considerable volume of these documents, the cost implications for retyping the entire set was huge and much above the budgetary considerations of the project.

Solution :  Lexdata first converted all the documents to an electronic format, and then applied Optical Character Recognition (OCR), manually correcting text to improve accuracy due to the old and decayed nature of the documents. After the initial processing, the documents were then converted to an ANSI text file (for the purpose of retaining information) and Word format (for the purpose of retaining the original format). The solution provided by Lexdata improved the quality and searchability of the data, and had considerable impact on the project costs, as the turnaround for document processing was less than two days.

Summary :  This client had a large set of over 60,000 13-page application forms and supporting documents, such as quotes, invoices and personal information, which needed to be scanned and converted into manageable, high quality data. Lexdata was required to provide a solution that allowed these documents to be processed and organised in a way that met auditing standards and facilitated processing.

Solution :  Lexdata first delimited and re-limited each document; scanned them to PDF files; and applied Optical Character Recognition (OCR). Each file was quality-checked individually, named after their original sequential code stamp and organised into folders according to geographical origin. A project manager oversaw the project, in close consultation with the client and auditing firm throughout the process. 750,000 pages were digitised, processed and organised in two weeks, well ahead of schedule, yet still of high quality and meeting all auditing standards.

Summary :  Lexdata were asked to assist with a significant ACT court case, which required the digitisation and bar-coding of 400,000-500,000 images to support the eDiscovery process. The materials varied greatly in their format and size; from standard A4 paper documents to bound books, newspapers, magazines and handwritten letters, some of which were damaged and up to 80 years old. This process needed to meet specific legal obligations, including complying with a stringent reporting structure and be completed within three weeks. Additionally, several parties needed to be kept up-to-date with the job's progress, in order to coordinate their preparation for the trial.

Solution :  Due to the sheer size of the project, key staff from our other Lexdata branches were brought in to ensure the job was completed on time. Files were collected from the client's offices in Canberra, then individually bar-coded, scanned, organised and returned to their original location, whilst maintaining a predetermined file and folder structure. Lexdata provided a solution that was completed on time and complied with legal standards, and transformed a store-room full of hard copy material into an easily manageable, accessible store of information.