The Dormitory Authority of the State of New York (DASNY) is the agency responsible for the financing and construction of all public and private not-for-profit institutions for the State of New York. Since its establishment in 1944 under Governor Thomas E. Dewey, DASNY has become one of the largest financiers and builders of social infrastructure facilities in the United States.” An organization that is responsible for hundreds of large, concurrently running projects is also responsible for maintaining a huge amount of information.
Physical files stored in multiple locations yields major accessibility issues.
eBizDocs, Albany-based ECM solution consultants immediately identified the challenge. DASNY stored its project contracts, change orders, and manuals in hard-copy and in separate locations. Needless to say, this made assembling and retrieving project specific documents difficult and time consuming – especially for DASNY’s legal department who frequently access documents for contract renewals, litigation, and FOIL requests.
Back-file conversion and Cabinet SAFE document management software.
Step one of eBizDocs’ solution was conversion. Using Kodak Alaris high-speed production scanners, eBizDocs converted DASNY’s contract doctuments as color PDF/A’s, the archival version of Adobe’s ubiquitous PDF file format. Scanning in color preserved the photos included in many of the files. eBizDocs also converted large format drawings and blueprints into high resolution, easily readable images. Nearly 1,000 boxes of paper records were digitized, many of which were processed on-site.
Next, the scanned images were loaded into document management software called Cabinet SAFE. Cabinet SAFE, or SAFE for short, is a digital filing cabinet with built in search tools, document level security, and workflow. As documents are filed into SAFE, they are tagged with searchable metadata – in DASNY’s case with a contract number, project number, change order number, vendor ID, and vendor name.
Reduced retrieval time, simplified process, return on investment.
Digitizing and centralizing DASNY’s records significantly reduced time spent retrieving documents. What was once a cumbersome process – request, gather, assemble, and deliver documents – became a simple task. DASNY staff can now access an entire record in a matter of seconds, including full color photos and large format drawings. Multiple users can now view the same documents simultaneously so there is no more waiting in line for documents or making photo copies.
eBizDocs is an award-winning digital asset management solutions provider. Services include: process consultation, software solutions, mass scanning, and scanner sales and service. With a strong commitment to quality and service, eBizDocs has been a center of excellence since its inception in 1999. eBizDocs serves both private and public sector organizations, and is a preferred source contractor for NYS entities. eBizDocs has received numerous honors and awards, which, paired with satisfied customers, fortifies its status as a dependable leader in the content management industry.