Presentation at RPIC 2017 on November 15 by the Document Imaging Solution Center Bruce Covington. Working in the Canadian Federal government, don't be daunted by digitization, we have the solution for you

1. Document Imaging Solutions
Centre (DISC)
Daunted by Digitization?
Bruce Covington
Director, Document Imaging Solutions Centre
Public Services and Procurement Canada

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Did you know?
• The average proportion of office space taken up by paper is now
15.3%.1
• On average, 45% of documents that are scanned are 100% “born
digital” – just as they came from the printer. And many of the rest
would be all-digital if not for the added signatures.1
• 77% of invoices that arrive as PDF attachments get printed. 31% of
faxed invoices get printed and scanned back in. On average, 30% of
invoices arrive as PDF attachments, and 15% as faxes. 1
1 2012 AIIM - The Global Community of Information Professionals, The Paper Free Office

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“Document imaging,” “scanning” or “digitization” are terms often used
interchangeably to describe the process of converting any physical media
or paper record into a digital format.
Key terminology
• Source file – the original information resource (paper or other physical
media) that has been digitized.
• Scanner – the equipment used to capture the paper/physical media
and convert it into a digital file, such as multi-function devices (MFD) or
industrial scanners.
• Digital image/file – the electronic reproduction of an information
resource produced through scanning/imaging. This includes many
formats (such as bitmap, TIFF, PDF, JPG, etc.), with many parameters
(resolution, contrast, compression), all that affect long-term readability,
OCR/ICR accuracy, and long-term preservation.
What is Document Imaging?

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Digitization – the big picture
Scanning is just the tip of the iceberg.
Organizational Readiness
(Policy, EDRMS, Recordkeeping)
Document Preparation
Compliance with standards,
policies and directives
Analysis – Business, functional
and technical requirements definition
Procurement or in-house
expertise and capacity
Selecting the records
Logistics and Transportation
IT Infrastructure
Communication and change
management (awareness and training)
Quality Assurance
Project management
Classification,
Indexing and metadata

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How document imaging can help?
• Digitize paper records, extract data, index, archive and provide
electronic access via secure web portal thereby providing instant
access to the information through desktop PCs, enabling:
– Better decision-making
– Increased office productivity
– Improved call center service levels
– Enhanced client satisfaction
– Substitution of costly storage area(s) with productive office
space

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Our services
• Expertise in front and back-end processing that includes mailroom
processing, imaging, data capture and temporary document storage and
destruction in a controlled and secure environment.
• Capability to digitize Archival paper manuscripts to current business
documents.
• Ability to process small to extremely large volumes of documents
while meeting all Government of Canada security requirements and
documentary evidence for documents from Unclassified to Secret.
• Certify ISO 9001-2008 quality management.
• Standard pricing model including per image pricing compliant with
Treasury Board Secretariat (TBS) cost recovery model.
• Conversion from paper to pixels, to so much more, including
micrographics to digital objects.
• Delivery including in house or contracted services.

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Use of digitized records in court
• Requirements for those who wish
to present an electronic record as
evidence in legal proceedings
• Span the policies, processes
and technologies in place
around the records management
system
• Span the full lifecycle of a
record, from its creation,
maintenance, retirement, through
to its disposal

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Case Studies
• PSPC Ontario Region
– Rental of storage space due to documents returned by LAC
– Thousands of plans of real property infrastructure dating back as far as the
1940s
– Bulk upload to GcDocs
• CBSA
– Forced Move
– Security files
– Temporary housing of collection
• IRCC
– 1 M Permanent Residency forms scanned in 2016-2017
– Around 6 M will be scanned in 2017-2018
– Forms stored in Vegreville and Mississauga Ontario will now be digitally
accessed.

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Website:
www.canada.ca/imaging
GCPedia:
www.gcpedia.gc.ca/wiki/Imaging_Solutions
E-mail:
Imagerie-imaging@tpsgc-pwgsc.gc.ca
Bruce Covington
Director, Document Imaging Solutions Centre
Public Services and Procurement Canada
11 Laurier Street, Gatineau, Quebec
Telephone: 873-469-4073
bruce.covington@tpsgc-pwgsc.gc.ca
Where to reach us?

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Document Imaging Services Video

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Thank You