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Scanning on Demand

For a documentation centre is Scanning on Demand the best way to serve visitors in the waiting room as well as online visitors. Customers and visitors can request information that you then hand over to us to digitize. We deliver the information digitally to you or even directly to your visitor. This is fast, efficient, and professional.

Our Scanning on Demand concept in steps

1Define the framework

Scanning on Demand is never meant to be a static concept. The idea behind Scanning on Demand has been that the ‘Demand’ aspect not only means that your customers can request specific items, but that we also interpret the concept ‘on demand’ as: at your request.

This is the reason why we have a talk to define your needs. What material do you want to offer? Which service level do you want to offer to your customers? What delivery times do you wish to guarantee to your customers? With which frequency do we need to pick up materials? Who executes any required preparations? How do we handle exceptions? Based on the answers we can define the framework for collaboration in a draft agreement.

2Setting up a draft agreement

The framework as drafted in phase 1 will be defined in an agreement. Also the duration and start of this agreement are agreed-upon beforehand. The draft agreement is then submitted to you for approval. After approval do both parties sign the agreement and the partnership is formalized. [The draft agreement becomes simply the 'agreement'].

3Site visit by GMS project manager

Our project manager makes an appointment to examine the materials together with you or one of your employees. The visit is important in order to understand the context.

When the preparations are not done by us, the project manager will clearly indicate which preparations we can expect to be done per archive.

4Pilot shipment

We will take the first shipment that you deliver to be a pilot. During the pilot you will review all facets of the process to see if they are accomplished smoothly. Is the material correctly secured in the transport equipment? Does the delivery time meet your expectations? Are you satisfied with the communication? Are the digital results as expected?

Based on the outcome of the pilot we make adjustments together, as required. If these adjustments concern fundamental issues, then they are incorporated into the agreement.

5Cycle of collecting, returning and delivering.

After the pilot, we start the actual cycle. This means in practice that you may receive internal and external requests during a period of time and you will prepare the items that you plan to digitize.

48 hours before the transport date you will indicate which materials and how many of them you plan to deliver. We prefer to receive this information in a structured format. If desired, we can provide this format beforehand.

6Yearly evaluation

The project manager plans an evaluation interview every year. The goal of the interview is to look back and to look forward.

In looking back we will examine the course of the whole process. What is going well and what can be done better? Which issues confront you as a customer? Which issues do we see in our organisation?

We also look forward. Are there relevant changes that can influence the process? Do you wish to deliver multiple kinds of archive? Do you wish to modify the cycle? These issues will be discussed during the yearly evaluation. If proposed changes have a big impact on the initial agreement, then the agreement can be amended.

The Scanning on Demand working method

With Scanning on Demand, visiting customers will usually pay for the requested scans. In that way, the visitor covers part of the costs. Scanning on Demand pays for itself. Visitors can request information by filling in a digital form and in the meantime there’s the added benefit that you’re building a digital archive. Besides, you will obtain a good overview of the needs of the visitor.

The GMS Working method

GMS visits several organisations every month to pick up source materials. GMS then quickly digitizes the collected materials. The resulting digital documents will be quickly made accessible for the client organisation while you send the analogue documents to the applicant. The original inventories will be returned by GMS during the next visit. The monthly route covers multiple organisations, which reduces costs.

Scanning on Demand Materials

With Scanning on Demand a clear distinction is made between the kinds of analogue material. Scanning on Demand usually involves a designated physical subset of the collection. Together, you and GMS define this subset. GMS assesses the collection and drafts an Execution Plan, which will include a description of the quality check, checkpoints, and post-processing. GMS will then adhere to this Execution Plan with every shipment.

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