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The
Challenge
- Improve documents
retrieval efficiency
- Share knowledge efficiently
- Create back ups of all the information
- Reduce document storage space
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The
Solution
- Document Scanner
DR 508OC
- imageWARE Scan Manager
- imageWARE Document Manager Enterprise
Edition
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The
Results
- Improved efficiency
and productivity with effective
management and distribution of information
- Reduced paper storage space
- Made knowledge sharing easy
- Saved time in distributing documents
- Improved security of documents
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“Canon’s
imageWARE Document Manager enabled
our staff to access information
quickly to respond to various task
and information request. With this
quick and reliable
data management, we have improved
our efficiency and service levels.’’ |
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Mrs. Vizaad Ali
Superintendent
Maldives Customs
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The record history
of Maldives Customs is traced to 1890, although
government export and import tax administrative
was functional long before that. The international
profile of customs received a sharper focus when
it became a member of the World Customs Organization
on 8th September 1995. The name of Maldives Customs
was renamed Maldives Customs Service on 11th November
1998.
In Male, customs
services are principally provided at Male International
Airport and at Male Commercial Harbor. Four regional
Customs offices are also being established to
keep pace with the growth of international commercial
activities in other atolls.
The Customs
focuses on five key areas, they are community
protection; travel facilitation and compliance;
trade facilitation and compliance; revenue collection;
staff support; development. The clientele comprise
of the Maldivian community, industries, travelers,
the Government and its agencies.
In order to
increase the efficiency of the services provided
by Maldives Customs Service to the public, all
the relevant information must be available quickly.
To achieve this vision, the Maldives Customs Service
realized that all the documents received and dispatched
to and from Customs would have to be electronically
captured and archived for easy retrieval by all
relevant staff.
Currently, hardcopy
filing of documents takes up a lot of storage
space and retrieving them is slow. As Maldives
Customs service has thousands of import and export
documents to compile manually, streamlining this
process becomes very crucial and challenging.
The main challenge was to implement a system where
all the documents can be saved electronically,
then efficiently retrieved and distributed while
ensuring a high level of security.
Canon introduced
a total solution which fulfills the requirements
of Maldives Customs. Comprising of Canon’s
hardware and software, it is a complete digital
data archiving system that delivers great efficiency
and security.
Two of Canon’s
scanners, DR5080C, were installed in the document
archiving unit for scanning all the relevant documents.
Although there is a requirement to scan 5000 to
7000 pages on a daily basis, Customs can now easily
deal with the situation as the scanning speed
of these scanners is 60 pages per minute. In addition
to the bulk scanning, Maldives Customs enjoys
full color A3 scanning capability and a problem
free paper flow, due to DR5080C’s dynamic
skew correction and double feed detection.
Once the documents
are scanned, Canon’s imageWARE Scan Manager
will automatically capture the relevant fields
on the documents and index them. This is incredibly
fast compared to manual indexing.
Once indexed,
all the documents will be released to Canon’s
imageWARE Document Manager cabinets (virtual folders)
accessible from users computers. Numerous cabinets
are created for storage of different types of
documents and easy identification of specific
documents. Quick retrieval of information was
the biggest challenge in Customs but with the
help of imageWARE Document Manager, they can quickly
locate the required information simply by entering
the relevant index field in imageWARE Document
Manager. “Canon’s imageWARE Document
Manager enabled our staff to access information
quickly to respond to various task and information
request. With this quick and reliable data management,
we have improved our efficiency and service levels.’’
said Mrs. Vizaad Ali, Superintendent of Customs.
imageWARE Document
Manager has security features to prevent unauthorized
access and edit of documents in the cabinets.
In addition, it acts as a backup for the hardcopy
documents in the event when the hardcopy documents
are lost.
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imageWARE Scan Manager
automatically index all the scanned documents
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Faster response time to
internal departments and the public through
quick retrieval of documents
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imageWARE Document Manager
provides high security for all the documents
archived
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DR5080C scans in documents
for archival at a high speed of 60 pages per
minute
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