Börde district professionalizes central scanning station: with two InoTec SCAMAX® 6×1
The district of Börde, based in Haldensleben in Saxony-Anhalt, is home to the Magdeburger Börde, which is famous for its fertile black soil. The district also offers equally fertile soil to its almost 200,000 inhabitants and the local economy, also thanks to the ongoing digitalization of its authorities and offices. In order to drive this further forward, the district is professionalizing its mailroom and central scanning office: with two InoTec SCAMAX® document scanners – and with resounding success.
The project at a glance
Customer: District of Börde (Website)
Project: Professionalization and expansion of the central scanning office, mail inbox scanning for up to 22 connected departments, technical requirements for TR RESISCAN-compliance
Scope: Two InoTec SCAMAX® 601cd with SCAMAX® scan+ and service package (36 month)
Challenges: Minimize time-consuming scan preparation
Project period: Just under four weeks from award of contract to commissioning
The initial situation:
Multifunctional devices in the mailroom and central scan center
In order to implement the “eAkte” (the digital system for standardized electronic file management in German authorities), the district of Börde introduces a document management system in 2019. Here, the choice falls on d.capture/d.3 from d.velop. Once the basic system has been installed, the step-by-step implementation of the individual specialist departments begins. After a short consolidation phase, the district then focuses on the TR RESISCAN-compliance of its digitization processes. The first step is to check whether the existing scanning hardware meets the requirements of TR RESISCAN. The result: the Toshiba multifunctional devices (MFD) used to date are not suitable for scanning in compliance with or close to TR RESISCAN. And they reveal further potential for improvement – especially in view of increasing scan volumes.
The problem:
Jammed documents, “eaten” copies, time-consuming scan preparation
The MFDs currently used in the central scanning center are prone to errors. Time and again, time-consuming paper jams occur that cannot be cleared by the employees at the scanning center. It is not uncommon for the jammed documents to be damaged. As even a single overlooked paper clip can put the MFDs out of action and cause serious damage, the scanned material must always be meticulously prepared. This is time-consuming and reduces throughput.
“In addition to all the points of criticism, the effort involved in scan preparation was no longer justifiable: neither from an economic point of view nor in terms of the workload for employees. We therefore needed more user-friendly and reliable equipment for our central scanning center – also in order to be able to connect additional specialist departments and cope with increasing scan volumes.”
(Sebastian Loch, SB IT – District of Börde, Department 1, Office for Information Technology and Digitization)
The scanner requirement profile
Looking for a reliable, high-performance and user-friendly scanner
The requirements profile and the specifications for the tender are defined in close consultation with the in-house procurement department as well as the employees of the mailroom and the associated central scanning department. The latter in particular are familiar with the challenges and pain points of daily scanning operations. The properties and qualities that the new scanning hardware must have are worked out together:
- Absolute reliability and fault resistance – even for a wide range of paper qualities within the same run
- Maximum user-friendliness and simple operation – in order to be able to scan time-efficiently and with minimal preparation effort
- High performance / high throughput – in order to cope with the scanning volume of up to 22 connected specialist departments in the future
- Robustness and durability – especially against overlooked paper clips
- Ease of maintenance – so that employees can carry out basic maintenance work independently
- TR RESISCAN-compiance – in order to fulfill the technical requirements for replacement scanning in accordance with TR RESISCAN
The scanner search:
Market analysis and exchange of experience with other districts
In order to identify the optimal lead product for the scanner tender, those responsible in the Börde district are pursuing a two-pronged strategy: firstly, they are carrying out an in-depth market analysis and researching online to find out which scanner meets their specific requirements. Secondly, they are starting an intensive exchange of experiences with districts that have already successfully professionalized their incoming mail scanning and their central scanning office. Both approaches – market analysis and interviews with other administrative districts – lead to the same result: The InoTec SCAMAX® series from DATAWIN GmbH fulfills all defined requirements for the new scanning hardware and is therefore the suitable lead product for the scanner tender.
Tender and offer:
SCAMAX® reference customers with clear recommendations
The tender is published and various manufacturers submit their offers, including DATAWIN GmbH with the InoTec SCAMAX® scanners. The offer includes concrete user reports user reports and contacts from reference customers from the government and administration environment who are already successfully implementing what the InoTec SCAMAX® sales team is proposing: two SCAMAX® 6×1 desktop document scanners. After a detailed examination and discussions with the reference customers who are willing to provide information, the offer from DATAWIN GmbH is awarded the contract.
“We had actually been considering the larger and significantly more expensive floor-standing device SCAMAX® 8×1. However, during the quotation process, the InoTec SCAMAX® sales team clearly advised us to opt for two smaller desktop units from the SCAMAX® 6×1 series, as these would offer the required performance with greater reliability. That made sense. And we were impressed that they recommended a more cost-effective alternative, putting our benefits above their own profits. Of course, that builds trust.”
(Sebastian Loch, SB IT – District of Börde, Department 1, Office for Information Technology and Digitization)
The hardware solution:
Two InoTec SCAMAX® 601cd documenten scanners
With the SCAMAX® 601cd, the district of Börde opts for one of the most powerful and user-friendly desktop scanners” in the world. The scanner is TR RESISCAN-compatible, scans in color and best image quality (according to ISO 19264-1, B). Its paper-friendly belt transport guides even difficult documents safely through the scanner, while the NoSCRATCH glass guides prevent device failures due to scratched guides. The scanner also features staple detection. It is operated via an 18 cm color touch display with an intuitive user interface and clear full-text messages in German.
The software solution-Lösung:
The professional scan client SCAMAX® scan+
To optimize the user-friendliness of its scanning solution and achieve the best results, the district of Börde opted for the premium scanning software SCAMAX® scan+. The multilingual program interface in office design offers easy-to-understand icons, a freely definable quick function bar and harmonizes perfectly with the existing document management system d.capture/d.3 from d.velop.
Commissioning and training:
Outstandingly fast commissioning, excellent training
Just three weeks after the contract was awarded, the two scanners were delivered, installed and put into operation. In a four-hour training course, the employees of the central scanning center learn everything about operation, care and basic maintenance work.
“It was really outstanding how quickly the scanners were delivered and ready for use after the order was placed. The quality and depth of detail of the training also exceeded our expectations. We received valuable expert tips and very frank answers to all our questions. The devices themselves are easy to set up and are incredibly high-quality, robust and pleasant to use. The colleagues were fully confident with the scanners from the very first moment – without any fear of contact.”
(Sebastian Loch, SB IT – District of Börde, Department 1, Office for Information Technology and Digitization)
Summary, outcome, results:
Technically perfectly positioned for TR RESISCAN-compliance
“The users are absolutely delighted with the user-friendliness and performance of the InoTec SCAMAX® scanners. And the high expectations of IT have also been and continue to be fully met. A particularly valuable asset from an IT perspective: the devices scan absolutely reliably and produce practically no stops. And if a document really does jam or a paper clip gets past the staple detection, the scan operators can resume scanning independently, in a matter of seconds and without IT support. This relieves the burden on IT enormously and makes our scanning process time and cost efficient. We are now in a perfect technical position to move even closer to TR RESICAN-compliance.”
(Sebastian Loch, SB IT – District of Börde, Department 1, Office for Information Technology and Digitization)
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