State, County, and Local Government

A Monumental Digital Transformation Project with a Major County Coroner's Office and CAPSYS

One local, major County Coroner's Office faced a unique challenge - digitizing an extensive and critical archive, consisting of fragile and historically valuable files dating back to the 1800s.


CAPSYS CAPTURE ONLINE was selected to undertake this digital transformation project, leveraging their years of experience, and utilizing state-of-the-art digital transformation technology, including integration with the customer's existing OnBase® by Hyland ECM solution.

The Challenge

The transformation required careful handling and precise digitization of delicate and graphic documents, photographs, video tapes, mylar paper, CDs, sketches, evidence, lab reports, and much more. Additionally, it was essential that the new digital archives integrated seamlessly with the County’s existing OnBase by Hyland ECM solution.

The Solution

Intelligent Document Processing & Capture Technology

1.

High-Speed Kodak Alaris Document Scanners™ with Perfect Page® and embedded Flat Bed Technology:

  • Perfect Page Technology®: Enhanced the quality of scanned images.
  • Flatbed Scanning: Ensured scanning of very fragile papers such as onion skin, mylar, manila, carbon-paper, or larger bulky documents.
  • High Speed Scanning: For traditional and well preserved documents.

1.

High-Speed Kodak Alaris Document Scanners™ with Perfect Page® and embedded Flat Bed Technology:

  • Perfect Page Technology®: Enhanced the quality of scanned images.
  • Flatbed Scanning: Ensured scanning of very fragile papers such as onion skin, mylar, manila, carbon-paper, or larger bulky documents.
  • High Speed Scanning: For traditional and well preserved documents.

2.

Specialized X-Ray and Book Scanning Equipment:

  • Ledger Size Book Scanning: Without unbinding the pages from the book spines.
  • Allowed for the digital conversion of Coroner’s X-Ray images consisting of skulls, torsos, limbs, dental records, etc.

2.

Specialized X-Ray and Book Scanning Equipment:

  • Ledger Size Book Scanning: Without unbinding the pages from the book spines.
  • Allowed for the digital conversion of Coroner’s X-Ray images consisting of skulls, torsos, limbs, dental records, etc.

3.

CAPSYS CAPTURE ONLINE™ Cloud IDP Solution:

  • Integrated with both Kodak Alaris scanners and specialized X-
  • Ray equipment creating an all-around efficient and versatile capture platform.
  • Integrated with OnBase® by Hyland ECM Solution: Ensured that the newly digitized files were compatible and seamlessly merged with the existing on-premises ECM system.
  • Various Multi-Media devices to in-take analog recordings in multiple aging formats (Beta, VHS, SVHS, Audio files, Floppy Disks, Cassette Tapes) and as technology evolved more modern formats such as CDs, DVD’s, etc.)

3.

CAPSYS CAPTURE ONLINE™ Cloud IDP Solution:

  • Integrated with both Kodak Alaris scanners and specialized X-
  • Ray equipment creating an all-around efficient and versatile capture platform.
  • Integrated with OnBase® by Hyland ECM Solution: Ensured that the newly digitized files were compatible and seamlessly merged with the existing on-premises ECM system.
  • Various Multi-Media devices to in-take analog recordings in multiple aging formats (Beta, VHS, SVHS, Audio files, Floppy Disks, Cassette Tapes) and as technology evolved more modern formats such as CDs, DVD’s, etc.)

Project Execution

  • Pick-up & Inventory

    The team picked up and meticulously inventoried the boxes and case files.

  • Preparation for Imaging

    Each file was prepared for image processing. 

  • Imaging, Indexing & Quality Assurance

    Kodak Alaris™ scanners were used for processing and quality checks.

  • Return of Original Documents

    All physical files were preserved and returned to the customer.

The result

The project resulted in a successfully digitized archive that not only preserved historical records but also integrated flawlessly with the existing OnBase by Hyland ECM solution.


The collaboration:

• Ensured the seamless merger of old and newer digital files.

• Maintained the integrity, dignity, respect and confidentiality of delicate content and materials.

• Preserved the County’s Historical Records and leveraged their existing OnBase by Hyland Software ECM solution.

• Enhanced the efficiency and accessibility of the information.

Conclusion

CAPSYS’ collaboration with the County Coroner's office demonstrated their prowess in handling complex and tedious digital transformations. By integrating CAPSYS CAPTURE ONLINE Cloud IDP solution with the existing on-premises OnBase by Hyland ECM solution, CAPSYS provided a streamlined, efficient, and respectful process to preserve the legacy of the region's legal and forensic past.


Kodak Alaris, Perfect Page, CAPSYS CAPTURE ONLINE, and OnBase by Hyland are trademarks or registered trademarks of their respective owners.


Click here to download a PDF version of this case study.


For more information on how CAPSYS can assist with your organization's unique needs, visit https://www.capsystech.com.

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