Critical payroll information was stored on microfiche, resulting in delays in retrieval.
Challenge
Payroll records stored on microfiche were accessible manually and only by a small team. It was difficult and time consuming to locate the required data. The client sought to digitise the critical information, stored across 19,000 microfiche. The goal was to improve accessibility and reduce response times to enquiries while ensuring the integrity and security of the data was maintained and protected at all times.
Solution
- Microfiche Digitisation: A full capture and digitisation program was developed using advanced automated microfiche scanning technology, converting films into individual PDF files. The specialised digitisation process ensured that each panel was accurately indexed, capturing a combination of Date, Surname, Employee ID and Service Number. The poor condition of many of the original images meant that accurate indexing was delivered using both automated OCR technology and operator checking of each set on screen.
- Customised Segmentation: A solution was implemented to automatically create a unique record for each payee. The data capture workflow was created to consolidate all data for each payee into the unique record, even when the data was across numerous microfiche panels. Each payee record is now correctly named, unique, and contains the complete data set.
- Highest Security and Safe Hands Delivery: All data was processed and provided within Defence infosec protocols. A secure private space was allocated for digitisation and a protocol known as “Safe Hands Delivery” was implemented to guarantee security and a secure chain-of-custody.
Outcomes
- Faster Data Access: Payroll records are now digitised, accurately indexed and can be accessed immediately, reducing the time needed to retrieve data from days to seconds.
- Increased Accuracy: Rigorous quality assurance, with each pay record inspected by the QA team, ensured all records were processed accurately, providing Defence with reliable, searchable payroll data.
- Enhanced Service Capability: The digitisation of payroll files has enabled the Pay and Administration Centre at Defence to respond to pay enquiries quickly and efficiently.
The digitisation of payee records has made retrieval of critical, historical pay information significantly easier and faster. Advanced data management ensures that records are accurate and complete.
Read the Micro Image x Defence case study.
