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Card systems

In recent decades, a great deal of work has been done with card systems. Large boxes of cards contain records such as: personnel cards, house cards, transport costs, driving license applications and so on. This is just a small example of possible card systems. Unfortunately, this information is not centrally accessible and cannot be linked to digital systems. Unless these cards are available digitally!

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.

Efficiency

Finding the right card is time-consuming and inefficient. Cards get lost or expire. Validity is not monitored in an analogue system. GMS offers a quick and adequate solution for this. Cards are accessible and easy to find thanks to digitization.

Indexing

However, digitization will not achieve efficiency benefits without good indexing. Indexing on registration characteristics such as name, date, place of residence etc. ensures fast searchability. This makes it easy to find the cards you are looking for.