Plains of plenty
Home to New South Wales’ most prominent site for dinosaur fossils, the Walgett Shire Council prides itself on being a progressive local government serving a community rich in nature, history, art and culture.
Receiving between 100 and 150 local letters, documents, and records a day, the Council needed to replace it’s prehistoric archiving system with a fast, efficient, and automated scanning solution that would enable council staff to spend less time agonising over the impact of staples in the scanner, and more time making a difference to the community it serves.
With the help of Canon Partner, Inland Technology, Walgett Shire Council implemented a new Canon imageFORMULA DR-G2090 Production Document scanner which immediately reduced council record keeping processes by up to 60 per cent a day.
Located in the Orana region of northern New South Wales, Walgett Shire Council serves a community comprising approximately 7,200 residents spread across its 22,000 square kilometre semi-arid landscape. Continuing to reap the benefits of the land’s 100 million year history, Walgett Shire enjoys thousands of visitors each year, who are keen to explore the fossils, opals, and culturally significant towns of Walgett, Lightning Ridge, Burren Junction, Rowena, Pokataroo, and more.
“Our daily in-bound mail system was generating up to 150 documents each day. We urgently needed to address our daily scanning to make it more efficient and cost effective,” says Walgett Shire Council’s Jay Ryan.
As a local government organisation, Walgett Shire Council collects a vast amount of information daily concerning everything from individual ratepayers and pet owners’ documents, to local land and historic records, tourism information, and complaints made to the council. Adhering to strict compliance regulations on how to manage, store, and protect these documents, Walgett Shire Council’s office staff were becoming overwhelmed by the sheer amount of paper that needed to be digitally recorded.
“Our main issue was the capability of the scanner we had in place previously. When given a document that had both single-sided and double-sided pages, the team would have to scan all of the pages within the document as a double-sided document. Then, once the documents were scanned, we’d have to use a separate computer program to manually delete the blank pages from the documents,” says Jay Ryan, Information Services Coordinator, Walgett Shire Council.
Furthermore, staff had to spend time painstakingly removing staples from each document before scanning commenced; otherwise, when the old scanner hit a staple, the whole system would stop, and staff would have to start the scanning process from the beginning. For Walgett Shire Council’s three-person Records Team, staples were a massive hindrance to maximising daily efficiencies.
“It was such a hassle. Even if you scanned one page at a time, the device couldn’t scan multiple sizes in the one batch file. It was a matter of making multiple scans of the one document, and then manually combining the scans back together before it could be digitally filed. Not a great use of time or resources.”
“We’re so impressed. The team has remarked that the scanned images are often reproduced looking better than the original document,” says Mr. Ryan.
of up to two-hours per team member per day for records scanning, resulting in a total time saving of 30 hours per week in that team alone.
“Across the whole team, we’ve achieved a time saving of up to 60 per cent.”
“The team is definitely happier because when the imageFORMULA DR-G2090 scans a staple, the scanner stops, lets you remove it, then continues to scan hassle free. No more starting all over from the beginning,” says Mr. Ryan.
too arduous to contemplate.
“All our historical paper records are kept on site and while it is important to digitise them, the job always seemed too big to manage. Now the task doesn’t seem so unwieldy,” concludes Mr. Ryan.