DEXUS – records management

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DEXUS Records Management – Document Scanning

DEXUS logo - Document ScanningDocument Scanning – DEXUS manage many commercial and industrial properties across Australia.  Plans are stored in various ways at each property.  When property managers need access to plans they often found that they were not easily accessible.  Plans would get damaged or lost.  This would cause delays when they were needed by consultants or trades to carry out building modifications.  Plans were also difficult to access when requested by potential purchasers of a property for sale.

As part of DEXUS records management program they arranged for Scan Express to scan plans for each of their assets.  This included providing an index of each plan which included the meta data needed to make the plans searchable in DEXUS Document Management System.  This now provides an important source of information for Asset and Property Managers to find the information they require.

Document Scanning Service

Document Scanning or Document Imaging is the process which converts paper based information to electronic images that are stored in a computer. Document imaging is an important part of doing business. Document scanning and document imaging helps to ensure that business paperwork can be saved and archived safely.

Almost all companies have a large number of documents that only exist in a paper format. Document Scanning or imaging allows an organisation to capture this paper based information and save it in a computer electronically.

The benefits:

  • Accessibility
  • Ease of access
  • Enables full text search
  • Security
  • Space savings

Document Scanning or Document Imaging form the basis of Document Management Systems and Records Management Systems.

To make scanned documents really useful they need to be indexed to allow them to be searched. This can be done by a process called Optical Character Recognition (OCR) which converts graphic images to searchable text.

Depending on the type of documents and the quality of indexing required, indexing may need to be done manually. This involves an operator viewing each document and extracting the relevant information into a spreadsheet or database. For example when scanning or imaging plans common information from each plan can be extracted such as plan and revision number, author, date and description.

Please contact us to discuss your specific requirements so that we can tailor a solution to your needs.