Projects

FSRA Financial Services Regulatory Authority of Ontario

Financial Services Regulatory Authority of Ontario (FSRA)

Business Unit Document Digital Conversion

November 22, 2020 – March 31, 2021

Objective: The Financial Services Regulatory Authority of Ontario (FSRA) sought the services of a vendor who could provide the following services: Unitization, Barcoding, Coding, Scanning, naming, quality control, metadata indexing, and electronic upload of approximately 3,173 boxes of Pension and Legal Files. Work was completed in 132 days on time and under budget including an additional 196 boxes scanned and 826 boxes unitized categorized and coded – for a total of 3,214 boxes processed.

CRHC Capital Region Housing Corporation logo

Capital Region Housing Corporation

Scanning of Housing Files

August 2019 – November 15, 2019

Objective: The Capital Region Housing Corporation in Edmonton Alberta was seeking a vendor to provide end to end digitization services including document preparation, scanning, indexing and upload to a CRHC recommended IT solution. The project had two (2) scopes with the intention of awarding each scope to a different vendor.

Whitby logo

The Town of Whitby

Scanning of New and Historical Building Permit Files

Project 1: July 2018 – Ongoing

Project 2: March 2021 – Ongoing (Finished within 90 days)

Project 1 Objective: The Town of Whitby was seeking a vendor for the provision of digitizing new building permit applications, reports, and construction drawings, on a “go-forward” basis. An average of 7 banker’s boxes of documents and 4-8 rolls of large format drawings are picked up, digitized, reassembled, and returned on a bi-weekly basis by our dedicated team.

Project 2 Objective: The Town of Whitby was seeking a vendor for the provision of digitizing Historical building permit applications, reports, and construction drawings. An estimated total of 135 banker’s boxes of documents, and approximately 2,500 large format drawings make up the collection. 20 Boxes are picked up, digitized, reassembled, and returned on a bi-weekly basis by our dedicated team.

Saskatchewan logo

Government of Saskatchewan, Ministry of Energy and Resources

Scanning of Regional Oil and Gas Well Logs

Phase 1: March 1, 2019 – March 31, 2019

Phase 2: December 16, 2019 – March 31, 2020

Objective: The Ministry of Energy and Resources requested a vendor to digitize approximately 50% of the 2,177 boxes containing approximately 350,000 paper well log documents that requires digitization, indexing and metadata capture. Each well logs is between 8-10 inches wide, and the length varies from 20 to 50 feet. The scanned documents and their respective metadata will be uploaded and made public through the Ministry’s online Mineral Assessment Database for future access and reference. 

The Remaining 1030 boxes were scanned during Phase 2, project details were all the same, timeline was longer.

BC MAIL PLUS A branch of Shared Services BC British Columbia logo

BC Mail Plus

Historical Scanning of Regional BC Assessment files

December 2019 – May 15, 2019

Objective: BC Mail Plus required the storage, scanning and naming of 375 bankers’ boxes of Regional BC Assessment files. It included the scanning and naming of approximately 160,000 folders that contain large format drawings and maps, photographs, and standard paper documents both bound and loose. The scanned documents were uploaded on a weekly basis to a secure FTP site along with a progress report.

BC MAIL PLUS A branch of Shared Services BC British Columbia logo

BC Mail Plus

Historical Scanning – Microfilm and Microfiche

September 2018 – October 2019

Objective: BC Mail Plus requires the storage, scanning and naming of 125,000 Microfiche Jackets (containing up to 60 images per jacket) and 1,900 16 mm Microfilm Rolls (containing up to 3,000 images per roll) in order to make documentation more easily accessible and for long-term storage. During the scanning process, Microfiche Jackets and Microfilm Rolls are stored in a secure, cool, dry location (between 18-22 degrees) in Canada, and all scanned images and their back-ups are only stored within Canada.

OFIFC logo

Ontario Federation of Indigenous Friendship Centres (OFIFC)

Library Conversion Project

July 17, 2017 – August 21, 2017

Objective: OFIFC was using a hardcopy library containing a variety of books, reports, and publications cassette tapes, VHS tapes and CD’s. OFIFC was renovating their library space and no longer had room to store the publications, magazines and books, which were on shelves and in boxes. OFIFC wanted to convert these publications into a digital format for the continued use by its staff and members. In cooperation with OFIFC, DOCUdavit Solutions verified the ability to duplicate all media via copyright for each publication.

DOCUdavit Solutions made arrangements to pick up and pack all of the materials.

DOCUdavit Solutions organized and prepared the documents by various types which included sur-locked and bound books and pamphlets, video and audio tapes, and paper files. We then set-up file preparation and conversion stations for the various media.

Saskatchewan logo

Government of Saskatchewan, Ministry of Economy, Energy and Resources, Petroleum Division

Scanning of Historical Files

June 2018 – August 2018

Objective: Scanning and naming of non-confidential historical files dating back to the 1950’s. These documents were scanned in order to free up space, to be made easily accessible, and for long-term storage purposes.

Saskatchewan logo

Government of Saskatchewan, Ministry of Economy, Energy and Resources, Petroleum Division

Scanning of Unitization Files

October 1, 2017 – October 31, 2017

Objective: Scanning and naming of non-confidential unitization files dating back to the 1950’s. These documents were scanned in order to free up space, to be made easily accessible, and for long-term storage purposes.

Saskatchewan logo

Government of Saskatchewan, Ministry of Economy, Energy and Resources, Exploration and Geological Services Division

Assessment File Scanning Services

September 2016 – March 2017

Objective: The Ministry of Economy, Exploration and Geological Services Division requested a vendor to digitize the remaining 50% of their abandoned mineral, coal, oil and gas well documentation. It included the scanning and naming of large format drawings and maps. The scanned documents were uploaded and made public through the Ministry’s online Mineral Assessment Database for future access and reference.

Ontario Ministry of Transportation logo

Ministry of Transportation Ontario (MTO)

Binders of records transfer lists from the 1950-2010, Microfilmed Documents

10/16/2017 – 11/06/2017, Ongoing

Objective:

  • Binders: Ministry of Transport Ontario (MTO) had 64 binders of record transfer lists that were maintained in St. Catharines Ontario. These transfer lists were being access by offices across the province and took a substantial amount of time and resources to search, retrieve, copy and submit to the requesting party. MTO wanted to digitize the collection so that they could be uploaded to their SharePoint database which permitted access across the enterprise. They also required the documents to be indexed according to five key fields to facilitate the search and access process. Since these documents were quite old, MTO wanted to maintain the integrity of the images and have them scanned to PDF/A-2B format. DOCUdavit Solutions organized and prepared the documents, then digitally captured, typically by high-speed document scanning.  100% of the records were imaged in their entirety (no skipped pages or missed transitions from single­ sided to double-sided pages), scans were legible, and correctly named. Each page of the records was imaged so that all information on the record page that is discernible to the naked eye is clearly legible without aid on paper copies generated from the resulting digital images. Totally blank pages were not included in the image file for the Client.
  • Microfilm: MTO also has a repository of 275 rolls of 35mm microfilm and 325 rolls of 16mm microfilm that the wanted digitized and tagged. Since the microfilms was quite old MTO wanted to maintain the integrity of the images and have them scanned to PDF/A-2B format. All microfilm images are to be digitally certified in order to ensure their integrity, authenticity and longevity.  Files will be rotated, cropped and enhanced to the level possible based on the image provided. DOCUdavit Solutions is in the initial stages of this project.
Public works and government services canada

Public Work and Government Services (PWGSC) Real Property Branch

Scanning of Real Estate Documents and Drawings

November 2016 – February 2017

December 2016 – March 2017

Objective: Public Works and Government Services Canada (PWGSC) Real Property Branch (RPB) manages one of the largest and most diverse portfolios of real estate the country and is the Government of Canada’s real property expert. RPB was planning to move to a Workspace 2.0 environment. They were looking to digitize their paper collection, containing real estate documentation research papers, documentation and drawings into searchable PDFs in order to ease their search using the electronic document repository. 

DOCUdavit Solutions organized and prepared the documents, then digitally captured, typically by high-speed document scanning.  100% of the records were imaged in their entirety (no skipped pages or missed transitions from single­ sided to double-sided pages), scans were legible, and correctly named. Each page of the records was imaged so that all information on the record page that is discernible to the naked eye is clearly legible without aid on paper copies generated from the resulting digital images. Totally blank pages were not included in the image file for the Client.

Aboriginal Affairs and Northern Development Canada Logo

Bronson Consulting Inc., Aboriginal Affairs and Northern Development Canada (AANDC)

Digitalization of Historical Records related to the Indian Residential School system (IRS)

July 2014 – February 2016

Objective: Downloaded and hosted over 10,000,000 pages of documents that were viewed to code 1,000,000 files to 8 data fields. Coding was done on an Excel spread sheet which was then integrated to their Concordance database. Backup was provided by a secure off-site server.

Lynde Dermatology logo

Lynde Institute for Dermatology

Scanning of Patient Medical Records

March 2020 – May 2021

Objective: Downloaded and hosted over 10,000,000 pages of documents that were viewed to code 1,000,000 files to 8 data fields. Coding was done on an Excel spread sheet which was then integrated to their Concordance database. Backup was provided by a secure off-site server.

Wajax Logo

Wajax HR

Scanning of Human Resources Records

March 2020 – May 2021

Objective: Scanning all Human Resources to searchable PDF for inclusion into their HR Software. Project was multiple phases covering three locations across Canada for a total of 130 boxes.

District of luenburg logo

Municipality of the District of Lunenburg

Scanning of Building Permit Records

May 11, 2021 – July 10, 2021

Objective: The Municipality of the District of Lunenburg was seeking a vendor for the provision of digitizing their inactive paper building permit files to be scanned into multi-page PDF/A documents, named using the eight-digit Property Identification (PID) Number. The municipality’s records management and destruction policy require building permits, occupancy permits and building inspection reports to be retained. In 2017, the Municipality switched to electronic records, and digitized all active building files to be saved into Laserfiche, their electronic records management system. The remaining 153 Banker’s boxes of Building Permit Files were picked up, digitized, reassembled, and delivered on a bi-weekly basis by our dedicated team. Once the 90-day storage period elapses the records will be securely destroyed.