“The scanning of our documents in the paper archive, from pick-up to delivery of the digitized documents, worked smoothly and reliably. We appreciated the same good cooperation as with classic ECM projects. The fixed price spared our CFO any surprises“, said René Schreyer, Senior Consultant ECM/SAP at Voith Digital Ventures.
Success story: Digitization of the paper archive at Voith Hydro in St. Pölten
“Voith approached IXTENT after meeting at the Innovation Tour in Munich in 2015, where IXTENT presented itself as OpenText’s Gold Partner for software solution supplies,” said Kryštof Kocot, Project Manager at IXTENT. At the time, Voith was looking for a vendor to upgrade their Content Server from version 10 to version 16. Voith acknowledged IXTENT’s extensive experience and expertise, hundreds of references and completed projects from around the world, so nothing stood in the way of this joint project. Within a year, the Content Server was successfully upgraded to the latest supported version.
However, cooperation did not end there, because one of IXTENT’s added values is to create a long-term partnership with each customer. With ongoing cooperation in the field of ECM, discussions also touched on the need to move Voith Hydro’s paper archive to a smaller onsite storage facility and the related need for document digitization and subsequent shredding. The required offer was supposed to cover the entire digitization process, including the transfer of all paper files from the physical repository into electronic form, followed by the certified shredding phase, and finally the automated import of documents into DMS, where they would be conveniently available to users.
René Schreyer, Senior Consultant ECM / SAP at Voith Digital Ventures, evaluated the project as follows:
“The scanning of our documents in the paper archive, from pick-up to delivery of the digitized documents, worked smoothly and reliably. Everything was delivered aligned as before. We appreciated the same good cooperation as with classic ECM projects. The fixed price spared our CFO any surprises. Once scanning was done, the “USP” of doing this project with IXTENT started: the service did not end with the physical delivery of files; it ended with the documents in their final destination: our OpenText Content Server. More than 300,000 documents were migrated to the Content Server, both those newly scanned and those scanned over the past 20 years by various scan providers or in-house, with various styles of file and folder names. Finally, the Content Server documents and data are consistent with the still-active SQL-Database, which has remained in use for combined and license-free searches of scanned and un-scanned folders and their contents.
The import solution via Document Pipeline and SDF proved to be stable and reliable. It has been kept alive for future “scan on demand” purposes.”
- all documents found their metadata in our SQL database
- all documents not previously known to the SQL database got new metadata
- all documents arrived to the Content Server with metadata to enable combined searches for metadata and full text
- the links (Content Server node IDs) to all documents arrived in our SQL database
IXTENT’s project implementation
The material for digitization was loaded at the client’s premises in Austria. Two trucks of paper documents were processed. All the documentation was stored in a secure area with limited access for unauthorized persons after transport and scanning. The storage site was secured with a monitoring system (personnel access was allowed only on the basis of personal authorization) and takeover protocols were implemented.
The scanned documents were imported using document pipelines to the relevant folders on Voith’s Content Server and enriched with metadata.
Shredding was performed using certified hardware (including large formats, CDs). An official protocol was issued by a certified authority after shredding. Voith were able to choose the level of confidentiality of shredding (1-6) in accordance with local regulations (a higher level of confidentiality means a more demanding agenda and slower processing).
Scanning and shredding services were included in the fixed price offer, with IXTENT taking on the risk of a greater (than expected) scope of work.
With the “Scan as a Service” turnkey service from IXTENT, you get:
- Quality and speed
- Interesting and competitive prices (“fixed price” – certainty of final cost)
- Process complexity (digitization/scan, sophisticated data extraction, validation, securing, archiving, controlled shredding)
- Provision of hardware, logistics, monitoring
- Reliable and trustworthy partner (local references upon request)
We look forward to your inquiry at firstname.lastname@example.org
About the Voith Group
The Voith Group is a global technology company. With its broad portfolio of systems, products, services and digital applications, Voith sets standards in the markets of energy, oil & gas, paper, raw materials and transport & automotive. Founded in 1867, the company today has more than 19,000 employees, sales of € 4.3 billion and locations in over 60 countries worldwide, making it one of the larger family-owned companies in Europe.
The Voith Hydro Division is part of the Voith Group and a leading full-line supplier as well as trusted partner for equipping hydropower plants. Voith develops customized, long-term solutions and services for large and small hydro plants around the world. Its portfolio of products and services covers the entire life cycle and all major components for large and small hydro plants, from generators, turbines, pumps and automation systems, right through to spare parts, maintenance and training services, as well as digital solutions for intelligent hydropower.
Voith Hydro in St. Pölten
Voith Hydro in St. Pölten focuses on applications in the areas of irrigation, cooling water and pumped storage. In addition to the associated pumps, hydraulic torque converters are also manufactured on site. The core components for turbines are produced at the facility, and generators, governors and control cabinets are assembled here. The history of Voith in St. Pölten dates back to 1903, when Voith established its first foreign subsidiary at this location in Lower Austria. Voith Hydro in St. Pölten has been supporting and supplying customers in Austria, Eastern Europe, Russia, the CIS states and the Middle East for many decades. For optimum market coverage and proximity to customers, subsidiaries have been established in Russia, Romania, Turkey, Slovenia and Montenegro.