ECONOMY

The work group was divided into two subgroups of three people each. One subgroup was the staple-removal group and the second was the scan group. The scan group consists of the scanner user, who has the overall supervision of the process, the software operator and the person responsible for quality control.
 

The stages of the digitization process:
 

1. Delivery/ Acceptance Process: The responsible person for the archives of the Directorate of Transport prepares the folders (in groups of 200 pieces), registers their data in the Digitization Sheet and signs it. Then he delivers them to the warehouse manager of the Program in special transport boxes. Each stack of a hundred (100) files is a shelf (Dexion) in the warehouse of the archive of the Directorate of Transport.
2. Preparation of the folders: The warehouse manager distributes the transport boxes with the folders to the staple-removal group accompanied by the Digitization Sheets. The process involves the separation of administrative documents in each folder and removal of metallic elements (staples, pins, fasteners, etc.). Separation is then carried out for the pages that need special treatment due to non-removable metal elements (photos, diplomas with rivets etc.). At the end of the preparation of each folder, the corresponding position is marked in the Digitization Sheet and is placed in a new transport box. At the end of the process of staple removal for the entire transport box the Preparation Sheet is signed by the responsible person. The new transport box is then sent with the Digitization Sheet to the scan groups.
3. Scanning Process: The scan groups receive the transport boxes. The operator of the scanners places the documents in ADF - Auto Document Feeders (automatic paper feeders) and informs the operator of the software to start the scanning process. Special treatment documents are scanned in their turn in a flatbed-type scanner. The operator of the software make the necessary corrections (pages rotation, any necessary sequence changes etc.) and marks at the corresponding position of the Digitization Sheet that the folder has been scanned.
4. Audit process: Responsibility of the quality control officer is to confirm that the physical folder is identical to the corresponding digitized one. At the same time, he/she completes to an Excel file the folder number and the citizen’s name in order to create a database for future use.
5. Management of Physical Archive and Storage: Physical folders already digitized are collected by the program warehouse responsible. Then they are packed, appropriate labels are placed on the packages and they are placed on pallets. The pallets are stored in a warehouse of Region of Crete.
6. Collection and Archiving Digitized Material: The person responsible for archiving, at the end of the day, collects the digitized records and ranks them. In the next step, there is synthesis and conversion of the scanned documents into PDF files which are then electronically signed by authorized officials of Region of Crete.