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Case Study: Document Scanning and Conversion

On-Site Document Scanning and Conversion for Confidential Employee Files


About our client

York Regional Police (YRP) provide services to the growing communities across York Region. Their staff are located at facilities in Aurora, Georgina, Markham, Newmarket, Richmond Hill, Vaughan and Whitchurch-Stouffville.

YRP was implementing a new electronic human resource management system. All paper-based employee files needed to be quickly scanned, converted and securely transferred into the new system.


The challenge

6,000 employee files, containing both uniformed personnel and civilian files, had to be securely converted into secure digital images, indexed and uploaded into York Region Police’s new electronic human resource management system.

Due to the sensitive nature of the employee files, they could not be scanned at an offsite facility. An on-site document scanning conversion service was required.


The solution

Octacom provided York Region Police with a complete on-site document scanning conversion service, including equipment and staff.

High-speed document scanners were provided by Octacom and their experienced, reliable and highly trained staff performed all the scanning and indexing on-site at YRP premises.

Octacom’s staff was responsible for moving files from shelves to an established production area for document preparation, scanning 6,000 employee files, indexing by employee ID and name, quality checking and output of the images and indexing to YRP’s human resource management system.


The results

Fast, secure and on-line access to these employee files is now available to authorized York Region Police personnel.

With over three decades of experience in providing document management services, Octacom knows how to deliver on-time and on-site.


Click here to download this case study.