Results: Project delivered on time and under budget. Completion and quality of the job was acknowledged by PMO (Office of the Prime Minister of Canada)

Turnaround time: Team had monthly quotas for the number of documents that needed to be coded in order to complete the project on time; a high volume of documents were added outside the scope of work near the end of the project. Because of this, DOCUdavit extended the original due date by 2 months, and completed about 4-months’ worth of additional coding in that time.

DOCUdavit Solutions’ database had the following key capabilities: capable of handling all required metadata including administrative, technical and contextual information for all records; capable of integrating with linked digital multimedia files including image, video and audio; capable of providing at a minimum, folder-level access controls; search functions including metadata (fielded) only; date range; full-text only or combined searches; boolean and proximity searches; exact phrase searching; second level searching within first-level search results; saving and printing search results; image management tools such as redaction, highlighting, annotation, resize, rotate; basic audit tools to determine access and usage;  capable of handling large volumes of data; ensure that every record and image in the database can be flagged with security permissions and use limitations; create reports, forms and queries as required .

 

Logistics:

Firm Archive Documents over 10 years, on-going

• Hosted over 10,000,000 pages
• 1,000,000 files viewed and coded to 8 data fields 
• Receive digital records in various formats; convert (if necessary) the database structure, content and associated files to the software format required by the Canadian Judicial Council (CJC) 
• Engage in contextual metadata tagging/indexing of document records in the database to CJC standards, including QA procedures. 
• Maintain secure access to the database throughout the project for authorized users of the customer.
• The database and any new or dynamic content (such as new images uploaded) had to be effectively backed up at least once daily, using industry-standard backup tools and techniques, on a secure backup system.
• DOCUdavit Solutions had effective privacy and security policies in place and a business continuity plan in the event the main database is unavailable or destroyed, including procedures by which the supplier audits its own performance against those policies.
• Microsoft Excel Software, Adobe software, ABBY OCR engine, Lexis Nexis Concordance Software, Microsoft remote desktop connection.
• Excel Spreadsheets delivered on a regular basis 
• Error rate of 0.002%

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