In readiness for the Royal Commission into Defence and Veteran Suicide, the Department of Veterans’ Affairs required the digitisation of over 9 million pages of sensitive client files within a limited timeframe.
Challenge
The Department of Veterans’ Affairs (DVA) held over 8000 type 1 boxes of client case files at locations around Australia. In preparation for the Royal Commission into Defence and Veteran Suicide (commencing 2021) these files needed to be digitised and indexed to enable legal discovery, online access and a secure digital storage solution. Delivery was required within three months and targets for quality, completeness and accuracy were non-negotiable. Lockdowns at the time also presented challenges to travel, workforce and supplies required for such a large project with a short deadline.
Solution
- Micro Image consulted closely with DVA to design a high volume, fast turnaround digitisation project to meet the required deadline.
- Specialised Facility Setup: A large, secure facility was sourced and specifically fitted out to meet the requirements of DVA and other large digitisation projects enabling safe delivery and warehousing of palletised records. A large new fleet of the latest scanning equipment for standard and oversized documents was installed. Secure systems to handle the large volume of documents and data were integrated into the new state-of-the-art facility.
- Round-the-Clock Operations: Micro Image recruited a surge workforce, running multiple shifts to maximise throughput. Continuous operations and real-time quality assurance checks ensured all documents were digitised within the required timeframe.
- Comprehensive Quality Control: Our project management software provided chain of custody control, a tailored audit and quality control system to guarantee accuracy, with daily reviews. All data was provided via TIBCO, DVA’s secure SFTP file transfer protocol.
- Client Partnership: A dedicated area for four DVA staff was provided on-site, ensuring collaboration on the project design and immediate and responsive quality assurance.
Outcomes
- On-Time Delivery: More than 9 million pages were digitised within the two-month deadline, providing the department with the ability to immediately find and access the critical information required for legal discovery and provision of client services.
- Improved Accessibility: Now located in a secure, central EDMS, DVA can retrieve digital records quickly and easily, vastly improving their service capabilities for veterans.
- Long-Term Impact: This digitisation project contributed to the ongoing work of DVA to provide quality services and support to the veteran community.
A significant project with tight deadlines and the challenges of business lockdowns, Micro Image delivered low error rates, high quality digitisation, seamless data management and a successful project outcome. The digital transformation of client records has enhanced information service provision across DVA and assists in their ongoing commitment to improved outcomes for veterans.
Download Micro Image x DVA case study for more information.
