Te Puni Kōkiri has completed the first phase of its digitisation journey with Desktop Imaging, preserving important records and improving access to information through secure, efficient scanning solutions.
Te Puni Kōkiri: Phase One Digitisation
Project Overview
Te Puni Kōkiri has undertaken a strategic initiative known as “Digital-First”, focusing on the evaluation and digitisation of its extensive collection of active, closed, and archival business records housed at the National office in Wellington. This initiative is of paramount importance as the National Office is scheduled to undergo temporary relocation due to seismic retrofitting requirements.
Challenges
An urgent need to relocate 1,809 boxes of paper files from Te Puni Kōkiri national office to a secure storage and digitisation facility.
Files dated back as far as 1982 and required special handling and care to package them and prepare them for digitisation.
Te Puni Kōkiri kaimahi required deep in-house knowledge to locate some files because of incomplete and inconsistent data capture over decades.
No single source of truth for vital information about many of the records.
Archival expertise required to assess each record to ensure appropriate handling in accordance with Te Puni Kōkiri retention and disposal schedule.
Te Puni Kōkiri kaimahi required urgent access to files while they were stored off-site to meet internal and external business requests for information.
The Solution
Desktop Imaging and Te Puni Kōkiri staff worked together over the course of a week to pack 15,573 records into 1,809 archive boxes and relocate them to Desktop Imaging’s purpose-built digitisation facility in Grenada North, Wellington.
Desktop Imaging worked with each and every file, extracting key information and compiling a complete and accurate list of file contents.
Dr Susan Skudder was recruited into the team to undertake an evaluation of each record against Te Puni Kōkiri retention and disposal schedule, enabling informed decisions about how to manage each record.
Leveraging Opex Falcon scanners and cutting edge capture technology, records were scanned, and OCR software was applied to ensure full text searchability.
All digitised files were passed through Desktop Imaging’s Quality Assurance checks to ensure they met archival standards.
The project team met together weekly to review progress and resolve issues as they arise.
Urgent access to digital files are available to Te Puni Kōkiri staff through Desktop Imaging’s Scan OnDemand Service. Once requested, files are located, prepared, scanned and digitally delivered within 24 hours.
Benefits
Efficiency - Digitising Te Puni Kōkiri records has enabled 24-7, multi-user, concurrent access to critical business information for staff, streamlining workflows and improving productivity.
Enhanced Stakeholder Value - Improved customer service and experience through faster access to information and enhanced data accuracy.
Compliance - Meeting legislative standards ensures data security, confidentiality, and regulatory compliance.
Cost-Effectiveness - Reduced reliance on paper-based systems leads to immediate cost savings in storage, retrieval, and maintenance.
Future Readiness - Transitioning to a digital-first approach prepares Te Puni Kōkiri for future technological advancements and system integrations.
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