The US Department of Energy’s Facilities Department had 53 years of accumulated official record documents related to their headquarters building, Forrestal, in Washington, DC, and their Germantown, MD campus. The DOE enlisted archSCAN’s help for a document digitization and management project to research, organize, catalog, and digitize archival documents pertaining to the buildings and campuses. archSCAN scanned over 20,000 engineering drawings and 350,000 small-format paper documents. archSCAN, LLC also organized and standardized the filing and naming conventions for 60 GB of digital documents and files. A document management solution was created that is user-friendly, increases productivity, and cuts paper storage costs.
The Department of Energy’s official construction and engineering record documents were disorganized, both paper documents and digital records. Staff were frustrated because they could not find information quickly. They had to spend hours searching for documents in record storage rooms that had been neglected over decades. The DOE staff needed to increase productivity and improve accuracy and response time. At first, the DOE tried to organize the documents themselves. They spent about three hours in their plan room and hardly made a dent in the work that needed to be done. They didn’t know where to begin or how to tackle the huge project of organizing and cataloging their paper construction document files. Therefore, they procured archSCAN’s help and expertise on how to solve their document management problems. After months of large-format and small-format scanning and indexing, archSCAN created a digital searchable library of the DOE’s invaluable building documentation. Users can search for their records digitally with the database or simply by browsing the files in well-organized file folders. The end product, an electronic record library, is simple, logical, and accessible to anyone who needs to find information fast.