Public Work and Government Services Canada (PWGSC) Real Property Branch
Scanning of Real Estate Documents and Drawings
Part 1:November 2016 – December 2016
Part 2: February 2017 – 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.
Results: After the first batch of documents that were received with no errors, on time, and under budget, they chose to give us a second set of documents shortly afterwards.
Turnaround time: Each project was to be completed, delivered and invoiced within 30 days.
Logistics:
Start-up meeting:
Prior to the beginning of the Work, we met with the PWGSC Project Manager and the Client, by teleconference, to review and discuss the unique requirements of this project, including but not limited to scope, overall requirements, general Workflows, shipping, schedules, Weekly Status Reports, deliverables, security considerations confirmation of processes and standards to be applied and medium that will be used to transfer the deliverables to the RPB
- Approximately 3,632 large drawings of varying sizes, larger than 11” x 17”
- Approximately 280,664 pages smaller than 11” x 17”
- Converted to PDF Format
- Black and white, grayscale, color scanning
- Image quality scanned at 300 dpi
- Full Quality Assurance and “eyes-on” verification of each scan, including despeckling where required
- Original files were securely destroyed 90 days after delivery to the client.