The administration of Novosibirsk implements the solution of line digitization of archive documents

The ABBYY company implemented the solution ABBYY FlexiCapture in the mayor's office of Novosibirsk. Software ATAPI company took part in project implementation.

Solution

Implementation was performed in several stages. In the beginning specialists of ATAPI configured flexible descriptions for resolutions and orders. Then in ABBYY FlexiCapture debugged processing profiles using which the full stroke of passing of each document in a system is automated. Thanks to it in the mayor's office of Novosibirsk it is standardized and by 6 times processing of archivings is accelerated.

Details

In 2011 the Department of communication and informatization of the mayor's office was faced the need of digitization of documents of city archive (from 1920th to our time). At the first stage of the project decided to process documents of the period of 2000-2010, with a total amount of 3 million pages. Documents are stored in archive filed in archivings, and one archiving is about 250 pages that makes from 80 to 130 documents. According to the order of Rosarkhiv each document and its applications should be saved in the specialized system "Archive Fund" now. For this purpose on the document it was necessary to fill information "card" and to manually enter all its data, including the name, date, a document number, etc., into the corresponding fields of a card. Then it was necessary to create the PDF version of the scanned document. Process was slow, labor-consuming and did not assume additional resources of check that would lead to a set of errors.

Having estimated the amount and complexity of the forthcoming task, the mayor's office relied on technical upgrade of archive. The powerful scanner allowing to process the stitched documents is purchased. But in process there was unresolved a problem of data entry which was still performed manually. The department of communication and informatization addressed to the ATAPI Software company which already proved in the previous project of the mayor's office Transport card, having provided automation of input of a large number of questionnaires. Engineers of ATAPI discussed an assigned task with specialists of ABBYY. It is not casual as the ATAPI Software company has the status ABBYY Corporate Projects Silver Partner and is connected with ABBYY long-term partnership. Specialists of ABBYY and ATAPI suggested the mayor's office to automate process using system implementation of stream input of data of ABBYY FlexiCapture.

According to the results of the held tender, the mayor's office stopped the choice on the ABBYY FlexiCapture system in the complete set allowing to automate input of 3 million pages. During the project in ABBYY FlexiCapture processing profiles using which the full stroke of passing of the document in a system is automated were configured.

As a result the operator only scans case, checks the cards of documents autocompleted by a system (in ABBYY FlexiCapture the user-friendly interface of verification is implemented), if necessary corrects errors and confirms export of the document to Archive Fund. Automatic check of a format of data allows to reduce quantity of errors of input to a minimum.

Thanks to the distributed ABBYY FlexiCapture installation it was succeeded to resolve optimum security issues and administrations of a complex: servers of processing and data storage are deployed in the territory of the mayor's office, at the same time the staff of archive works in a system far off using client scanning stations and verification.

Opinion

"Before ABBYY FlexiCapture implementation processing of one archiving took us not less than 8 hours, sometimes several working days. After system implementation work with a similar case takes from 1.5 to 3 hours, depending on features of documents and complexity of their structure. Thus, processing accelerated at least by 6 times. We assume that with debugging of some functions processing speed will increase even more", – Yury Aleksandrovich Strelkov, the vice-chairman of committee of examination, control and archive service of the mayor's office of Novosibirsk noted.