Problem

Canning faced the challenge of expediting distribution of on-demand records and documents to employees scattered throughout the state at remote office locations. These record requests included correspondence, technical specifications, regulatory documents and construction documents. Relaying records stored on more than 2,000 active rolls of 16mm roll film, as well paper documents, was a time-consuming and labor intensive task. Staff had to retrieve the data, print and send the information through the mailroom or the U.S. post office. With requests for records averaging 40 per day, the process could take up to five days.

"The people who need information don't care where or how it is stored or if its on microfilm or paper, they just want to be able to access it conveniently. If there is a lot of effort involved in getting the information, they will just work with what they've got or what they know, and that's not always a good thing," said Canning.

Solution

A new program launched by Canning, called Digital Document Delivery on Demand (D4) was devised to deliver information throughout the company faster, by employing a more effective use of technology. As part of D4, hybrid-imaging technology that scans and digitizes microfilm images was thoroughly investigated. After examining several types of hybrid systems, Canning chose a retrofit scanning devise called ScreenScan for its simplicity, image enhancement capabilities and affordability. Because its attachable screen could be used with existing reader printers, it offered all of the benefits of stand-alone hybrid systems at a much lower cost. "It is very easy to use and you can still use the reader printer as a reader printer but also as a digitizer," noted Canning. In addition, ScreenScan's image enhancement software is image enabled to a standardized format so it can be viewed on any PC. This allows everyone in the company better document quality and readability. "You don't want to send them something they can't read," commented Canning.

Two ScreenScan units were installed to facilitate electronic distribution of information. One at headquarters in White Plains, NY and one at the Indian Point #3 Power Plant in Buchanon, NY Since the entire company communicates with electronic mail, images could be scanned from microfilm, imported into the existing computer system in a PDF format and sent to requesters electronically. Paper documents follow the same process after being imaged on a desktop scanner.

D4 saves thousands of dollars in time, paper, and labor costs. Documents can be attached to an e-mail message, posted on the company Bulletin Board System (BBS) or faxed directly throughout the entire company. What used to take days now takes only a few minutes. "Products like ScreenScan provide an effective bridge between microfilm, which is an excellent storage medium, and electronic communication of information," noted Canning.

Ultimately, the decision to incorporate ScreenScan into D4 has paid off as a cost-effective means to deliver information quickly on request. For Canning, it is one part of a comprehensive effort to explore every avenue toward creative technological solutions to everyday problems.

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