Solution Short Story

Situation / Problem:

The City and County of San Francisco was looking for a centralized scanning solution and vendor partners for phase two of their three current and future imaging initiatives. Phase 1 was implemented by Ricoh last year by installing $3,500,000 worth of revenue for Ricoh MFD's installed in most departments citywide. Phase 2 was to find a centralized scanning solution partner. Phase 3 is for an RFP for document and content management solution which has not yet been released by CCSF. 15 Vendors responded to this CCSF Scanning RFP, five vendors were shortlisted and three vendors were chosen in the final round of the RFP vendor selection. BMI, Xerox and RICOH were chosen as CCSF's new scanning partners.

Solution

Ricoh joined forces with alliance partners Stria - The Paperless Solution in responding to CCSF's need for a centralized scanning vendor. The solution offered by Ricoh and Stria is one that offers complete document lifecycle solutions. CCSF can utilize these services either onsite (work occurs at a customer's location) or offsite (work occurs at the vendor's location). The services will include:

• Content inventory
• File preparation
• Scanning at 200 pages per minute
• Indexing / Metadata entry
• Quality Assurance of Scanned Images
• Delivery of content into any DMS (DocumentMall, SharePoint, Laserfiche, etc.)
• Secure destruction of files

In addition to onsite and offsite scanning Ricoh and Stria are also offering "Scan-on-Demand" to CCSF. This offering is an alternative to traditional records management / box storage offerings. With Scan-on-Demand CCSF can store boxes of files with Ricoh and the content will be scanned as it is requested and then electronically delivered to the customer.