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Digitizing environmental files

Digitization is a topical subject. The government is increasingly pushing for the digital availability of information, because it allows citizens to enjoy faster and more efficient service. The digitization of environmental files is part of this development.

The digitalization of archives

1Inventory
2Project plan
3Execution
4Post-processing

1Inventory

Before we start the digitization process, we inventory the collection. We discuss the wishes and requirements in detail. We involve our specialists in the process, all of whom provide their input based on their respective disciplines.

2Project plan

After making inventory, we draw up a project plan tailored to the project at hand. Each project is different and so is every project plan. This will be done in consultation with the client.

3Execution

After the approval of both parties, we will start digitizing. GMS supervises the digitization by doing either a random check or a 1:1 check. GMS has developed an integrated checking procedure to prevent the occurrence of digitization errors.

4Post-processing

The digitized files will be edited and incorporated in a report according to the wishes and requirements of the client. The source materials will be returned on the agreed-upon date together with the digitized files.

Preparing files

GMS has a lot of experience in digitizing environmental files. GMS knows better than anyone that good preparation at file level is essential to make the transition to digital (case-oriented) working successful. The preparation of these files means the removal of irrelevant information or information that may be destroyed according to the legal retention obligation.

The addition of chronology within the files is also an important aspect which guarantees organisation between the various documents. We can implement chronology for you in a complete way.

Scanning

We digitize environmental files using a high-end machine park. Our staff will work professionally with your order and perform a quality-control role in the process. If they see any problems or discrepancies, the project manager will discuss these with you immediately.

Results

GMS does more than just scan your files: we provide a total solution. This means that in addition to scanning, we have also supported dozens of government agencies in importing these scans. By including the import files in the application in which the digital work processes (will) take place, you can start working with them immediately.

In the beginning, the GMS project manager draws up a clear project plan in which all your requests and requirements, as well as the specific work agreements and detailed planning, are worked out. For you this means a clear and transparent process.