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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.