Scouting America, Greater New York Councils Transforming Paper Records into a Digital, Searchable Archive
CLIENT OVERVIEW
The Scouting America, Greater New York Councils, serves one of the largest and most diverse communities in the Boy Scouts organization. With a mission to prepare young people for ethical and moral decision-making, they manage thousands of historical and operational records critical to their programs and daily operations.
PROJECT OBJECTIVE
Amid an impending relocation, the Greater New York Councils needed a reliable and efficient solution to manage over 600,000 pages of critical records spanning multiple departments. The primary goals were to: • Securely and accurately digitize records to safeguard sensitive information while minimizing physical storage needs.
- Streamline document access by implementing a robust, department-specific indexing system tailored to ensure quick and seamless retrieval.
- Enhance operational efficiency by reducing reliance on physical documents and improving workflow across teams.
- Promote collaboration and transparency to align the digitization process with the unique needs of each department.
THE CHALLENGE
The Scouting America, Greater New York Councils faced a significant challenge during their relocation: managing and preserving over 600,000 pages of critical records. These documents, which included membership data, financial records, and historical archives across multiple departments, were essential for daily operations and long-term decision-making. Losing access to them during or after the move could have disrupted workflows, hindered productivity, and compromised their ability to serve their community. With physical storage becoming impractical, they urgently needed a secure, efficient solution to digitize and organize their files. The process had to ensure seamless access to digital records while safeguarding the integrity of their data and addressing the unique needs of each department.
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