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Use case
Records & case files
Large record collections can be digitised efficiently when capture, quality control and handover follow a clear process.
Records and case files come with specific digitisation challenges. They often involve high volumes, mixed source materials, established filing structures and clear requirements for quality, naming, output formats and handover.
Whether you are working with legacy files, land registers, administrative records, case files or business archives, the key is a repeatable process that prepares the results for reliable digital use.
Capture records in a structured way and prepare them for digital workflows
Digitising records is not just about scanning pages and saving files. Digital objects need to be clearly assigned, checked for completeness and exported in a form that supports further processing, archiving or handover to specialist systems.
Depending on the material, folders, cases, registers, separator sheets, barcodes or metadata may need to be taken into account. In larger projects, clear workflows are essential to keep quality, structure and productivity aligned.
High volumes need clear standards
Record collections are often highly varied. Different formats, paper qualities, handwritten notes, registers, attachments or damaged materials can make digitisation demanding. At the same time, results need to remain consistent, even when several workstations, teams or project phases are involved.
Without defined workflows, teams can quickly run into manual workarounds, rework and inconsistent output. In public administration and business environments, it is also important to keep processing statuses traceable and ensure clean handover to existing repositories or specialist applications.
Standardised scanning workflows for complex record collections
Imageware supports record digitisation with software that brings capture, post-processing, structuring and output together in one clear workflow. Recurring tasks can be standardised, while project-specific requirements can be reflected reliably.
BCS-2 acts as the central workspace for scan production. Materials are captured or imported, images are processed directly, index and structural information is added, and the results are exported to defined formats or target structures. Batch processing, quality control, indexing and flexible output are especially useful for recurring tasks and larger volumes.
Where a project also requires job management, status tracking or documented handovers, mybib eDoc can extend the workflow. It helps organise tasks, track progress and embed handovers into a larger project structure.
A typical workflow
Prepare the material
Records, folders or cases are prepared for digitisation. Depending on the project, separator sheets, barcodes, references or other identifiers can be used.
Scan materials or import images
Files are captured at the scanning workstation, or existing image files are brought into the workflow.
Check quality and process images
Digital objects are reviewed, cropped, rotated, deskewed and prepared for further processing.
Add structure and metadata
Files, cases or document units are described and assigned using index data, metadata or structural information.
Export or hand over the results
The finished digital objects are provided in the required formats, folder structures or target systems.
Track project progress
In larger projects, jobs, processing statuses and handovers can also be documented and managed through mybib eDoc.
Turning records into reliable digital assets
With Imageware, record collections can be digitised in a way that makes the results not only complete and readable, but also structured for further use. Teams work in clear routines, recurring steps can be standardised and output follows defined requirements.
This makes it easier to hand over results to existing systems, reduces manual rework and creates a dependable basis for digital administrative, archival or business processes.
Especially relevant for record-based processes
Record collections exist in many different types of organisations. Requirements vary depending on the material, legal context, target systems and project scope.
Let’s talk about your record digitisation project.
Whether you are working with land registers, legacy files, case files or business archives, we can help you clarify the requirements and shape a workflow that fits your materials, project scope and target systems.