CASE STUDIES

Government Documents

Situation: A Kansas City District Court stores and retrieves all civil, probate, limited action and criminal cases for the county’s courts. There are many thousands of cases each year which the court is required to store these records safely.

Objective: To provide quality, easy-to-store copies all of the various courts’ documents in order and separated by court division.

Solution: Casey Associates utilizes Kodak film and Canon and Kodak cameras to microfilm these documents. CAI inserts targeting sheets to create document separation during the preparation phase. This allows document creation during the filming phase without stopping the cameras. Indexing is done manually, and index fields include case numbers.

Business Document Management

Situation: The Accounts Payable department of a large Kansas City corporation with hundreds of franchises and corporate stores throughout the country receives thousands of invoices each week from a variety of vendors around the world. The invoices are not only to the corporation from it’s own vendors, but each store sends invoices for its items to the corporate office for payment. The corporation was also looking to outsource some of its data entry work.

Objective: To contract with Casey Associates to take over the scanning of the invoices received daily from vendors, and to organize, index and export this information into the corporation’s existing Accounts Payable system. The contract includes data entry hours in which Casey Associates, Inc. employees enter data into the corporation’s accounts payable system.

Solution: The project begins in the morning with the pickup of daily work. These boxes are then prepared by our staff by removing fasteners and repairing damaged pages and inserting document separator sheets to prepare for scanning. The scanning is done by groups of documents with separator sheets and those with a fixed number of pages per invoice. Image quality is reviewed at scan time as well as document counts verified. The indexing phase consists of entering key fields and validating against the daily database to assure an exact match. Once the process is verified an export process is utilized to parse and encrypt the index and images. These are transferred every evening to the company via FTP.

Finance Industry Loan Files

Situation: A KC-based lending institution is part of a banking concern that offers home owner mortgages. Marketing their product primarily over the internet during a period of low interest the firm had accumulated a large quantity of paper, approximately 300 large banker boxes full at the beginning of the project with approximately 20 boxes being added to the load each month.

Objective: To provide the institution with an easy-to-store means of storing the vast amount of documents and enable these records to be easily retrieved on a computer.

Solution: Casey Associates managed the entire process from pickup to assisting with loading the initial CD’s into their backend system. We picked up the boxes in one day with a small crew and began the conversion process. The institution provided a database of containing all of the indexing fields. Our staff created bar-coded document separator sheets containing the pertinent index fields. During the preparation process these bar-coded sheets were inserted into the appropriate locations and prepared for scanning by removing fasteners, sticky notes and repairing damaged documents. The files were then scanned utilizing one Kodak Scanner where document counts were verified and image quality reviewed during the scan process. These documents were then hand keyed for verification of bar-coded info to assure an exact match had been made. The batches were then exported to CD into the exact file specifications for easy loading into the backend imaging system with five clicks on the mouse. This project utilized the bar-coded document separator sheets with bar-coded index values inserted by document prep coupled with a validation by index operators to verify document identity. This process provided quicker indexing and higher accuracy than other methodologies available.