Overview
The MASTERS Program in Santa Fe faced challenges with managing growing paper records, including slow retrieval, space limits, and risk of damage. Terralogic digitized their archives using scanning, Clickscan software, and hardware integration, enabling fast search and scalable record management. This solution improved efficiency, freed up office space, and ensured secure, long-term preservation of critical documents.
Problem Statement
The MASTERS Program, located in Santa Fe, Mexico, was grappling with the daunting task of managing growing volumes of student and administrative records. Their reliance on paper-based files was straining available office space, making retrieval processes laborious, and exposing critical documents to risks of physical damage and loss. Additionally, the manual system proved inadequate for meeting compliance requirements and for scaling to accommodate new records over time. The institution recognized the need for a modern, digital solution that would not only streamline its operations but also fortify long-term preservation and accessibility of records.
Challenges
The institution faced multiple challenges in managing its student and administrative records:
- Time-Consuming Retrieval: Staff spent significant time locating and retrieving specific files from physical archives.
- Space Constraints: Boxes and filing cabinets were consuming large portions of office space that could otherwise be used for academic or administrative needs.
- Risk of Data Loss: Paper records were vulnerable to physical damage (fire, water, wear and tear) and accidental misplacement.
- Compliance Concerns: Difficulty in maintaining accurate and accessible records for audits and regulatory requirements.
- Scalability Issues: As new records continued to grow, the manual filing system could not keep up, creating inefficiencies and bottlenecks.
Objective
The primary objective was to transition from a paper-based system to a secure and scalable digital records environment that would:
- Enhance efficiency in document retrieval and access.
- Reduce reliance on physical storage.
- Safeguard critical records from damage or loss.
- Provide a sustainable system to manage future records.
Our solution
Terralogic implemented its complete suite of digitization and records management solutions for The MASTERS Program:
- Scanning & Archiving: We scanned and digitized their physical documents to ensure safe storage and easy retrieval.
- Clickscan Software: Our records management software enabled fast, keyword-based search and retrieval across their archives.
- Hardware Deployment: Terralogic provided a scanner to integrate with the system, enabling the institution to add and maintain new records seamlessly.
The institution was so satisfied with the process and results that they requested an additional scanner to further expand their digitization initiative.
Technologies used
Clickscan Software: For digitization, indexing, and archival management.
High-Performance Document Scanners: For bulk and continuous scanning of records.
Secure Digital Storage Solutions: To ensure long-term preservation and easy accessibility.
