PIK group

Task: sorting, scanning and indexation of archive of a real estate.

Terms of execution of works: 3 months, 2011.

Works location: sorting, scanning — Moscow (the territory of the customer), processing and indexing — Moscow (the territory of the contractor).

Team's line-up: 3 operators of sorting and scanning and 1 operator of processing and indexing. Project Description: PIK group is founded in 1994 - the largest developer in Russia specializing in objects of the mass housing estate;

The public company with shareholders in Russia, Western and Central Europe, North America and Southeast Asia; The land bank of PIK Group as of January 1, 2011 made 10.6 million sq.m; Considerable volume of completed projects. In total since the beginning of activity PIK Group constructed about 11 mln sq.m of the residential real estate (more than 180.000 apartments) in Russia, including 739 thousand sq.m (more than 12.000 apartments) in 2010. PIK group is included in the list of the systemically important enterprises of the Russian economy (The decision of the Government of the Russian Federation of 12/25/2008) At the end of 2009 PIK Group obtained the state guarantees of the Government of the Russian Federation. During the activity by PIK Group company a large number of documents on a real estate was saved up. To a data archive of documents became necessary to provide a continued access for convenience of work of personnel and also representation of sets of documents in regulatory authorities. Preparation of documents was extremely labor-consuming, it was necessary to make constantly copies of a large number of documents, quick search of the necessary documentation was required. The question of creation of a modern information system was particularly acute enough.

The archive represents about 29,000 documents embroidered and sewed (without a possibility of lacing), placed in folders, and in the folder in files. The documents of high quality, A4 format sewed by brackets of the stapler and paper clips. To perform work on the translation of documents in an electronic form it is necessary to make the following actions:

Preparation for scanning: Sorting. Selection of documents of permanent storage life. Documents of temporary storage life are fastened with a bracket and invest in the file. At the same time the documents fastened with a bracket can be embroidered and sewed after scanning, and the documents stitched by a tape cannot be embroidered;

Scanning – creation of an electronic image of the document;

Verification of the scanned documents;

The layout of the scanned documents in files to documents of temporary storage;

File allocation in new folders crowns. Investment to the internal list of documents in the form of the template provided by the customer. Put a design of a back by a typewritten method on the folder crown on the Customer's sample

Documents are scanned from two parties in the "grey gradations" mode with the resolution of 300-600 dpi (depending on a status of the document, 600 dpi are applied in case of especially unreadable text). The scanned documents are formed in folders in the same order in what they from them were withdrawn, electronic copies of documents remain in folders in file structure according to folders which names is the real estate addresses.

The end result the multipage PDF documents was required.

The main difficulties at project implementation consisted in disorder of documents on a real estate. Documentation residing at the company in work was scanned. Thus, process of digitization of documents was made "on the job". At a small amount of a paper document file the main amount of works consisted in examination on sorting of documents permanent of temporary storage life. A lot of work on updating of affairs of paper archive is carried out.