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.
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.
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.