US State Department - HCMC Consulate
Sector
Government
Services Name
Scanning & Indexing services
Service Description
The United States Consulate General (USCG) in Ho Chi Minh City has application forms stored on microfilm and microfiche. For easier access during the Visa application process they wanted to digitise the data and link it into the existing Record Management System. The total volume is approximately 16,000,000 images, mostly A4 size, stored on 350,000 microfiche slides and 777 microfilm rolls. The microfilm and microfiche are 15-20 years old and scanning them into good quality images is a challenge.
Requirement
To digitise the 16 million images and index in an electronic library so that the access time can be dramatically reduced compared to the current manual searching and viewing of the images.
Result
Harvey Nash, because of its successful track record in scanning & digitisation services, was chosen for executing the whole project. Harvey Nash set up a systematic process with the following features:
- Tight delivery (24/7) schedule to meet the project timeline, using 1 high speed Sunrise Microform Scanner (for raw scanning), and 1 low volume Minolta Microfilm Scanner (for rescanning)
- Automated tools/software, developed by the Harvey Nash’s Software Development team, are used to optimise the project performance and avoid manual error’s, such as indexing, file merging, file naming, automatic files linking, etc
A separate process of Quality Control/Quality Assurance is applied to ensure that all tasks/phases run accurately. This QC/QA works include: 100% visual check of scanned images, double indexing and final product random 10% check.Benefits
After 11 months of working, 10,000,000 million of images have been processed and delivered to the client. Data access time at the client’s office is now significantly reduced; previously it took a consular officer 5-10 minutes to retrieve a record on microfilm, and now just 3 seconds using the digital formats and library.
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