Quality Associates Converts Exchange Visitor’s Files For The U.S. Department Of State

Background and Challenges

The Department of State’s Educational & Cultural Affairs, Private Sector Exchange (ECA/EC) identified a requirement to scan significant volumes of paper records related to the bureau’s legal, supervisory, and administrative responsibilities in order to automate the file reference process and provide wider access to the files. By cataloging and formatting the scanned records into searchable PDF files, the ECA/EC could make the files accessible to a larger ECA user base in an electronic format instead of the single-source access through the paper-based file room.

Solution

QAI was awarded a Blanket Purchase Agreement (BPA), through which the U.S. Department of State has utilized QAI’s expertise to provide a wide-range of conversion services and workflow solutions related to the management and/or re-purposing old DoS mission-critical documents. QAI provided on-site staff to inventory the 1 million page record collection, scan and index the documents, and then to upload the resulting image files and metadata into the DoS case file management system. QAI also provided for the transfer of the digitized paper records to the Federal Record Center.

“QAI’s use of state-of-the-art scanning technology and human resources has provided us with verified high-quality electronic documents. We can move forward knowing our e-documents are equal to our paper documents. I highly recommend Quality Associates, Inc. for high value and quality digitization of documents, and a professional and highly trained staff.” 

— MINDY COVINGTON, Contracting Officer Representative, U.S. Department of State

Results

The objectives of the project were to implement document-scanning services to support the bureau’s supervisory, legal, and administrative operations. Because most of the ECA documents contained sensitive data that needed to be protected from disclosure throughout the document scanning processes, the scanning operations provided by QAI were established on-site at the ECA/EC’s central office on the Department of State’s main campus in Washington, D.C. The scanning project was a high-priority, short-turnaround effort, which needed to be completed within a firm timeframe. QAI’s efforts resulted in the project being completed ahead of schedule and with a very high level of quality.