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Case Studies - Electricity Utilities

Electronic Document Management at Aquila

FileOptics Electronic Document Warehouse was chosen by Aquila Networks, formerly GPU POWER UK (A Midlands Electricity Company) in Severn Region, Worcester - United Kingdom for the Wayleave Document Imaging Application (WDIA) part of the Document Imaging and Management of Network Data (DIAMOND) project.

The objective was to convert "paper-based" records, containing information for every electricity pole in the region, to an electronic folder. It is estimated that in excess of 2 million documents were converted from paper to image during the initial installation process.

System Features

  • Electronic FileRoom database
  • Cabinets, Folders & Documents
  • High-speed Document Scanning
  • Advanced COLD data archiving
  • Can archive any object file
  • Single product architecture
  • Client-Server design
  • Uses SQL database
  • Online storage
  • Near-line and off-line storage

Features

  • Electronic Folders are indexed by Wayleave Number
  • Each Electronic Folder contains Contracts/Agreements, General Paperwork, and Colour A3 maps
  • Each Electronic Folder linked to Corporate Database by Wayleave Number
  • BSI Compliant audit trail for legal admissibility

Document Capture

  • System generated barcode sheets are produced to provided Document Indexes and act as a Document separator sheet.
  • Mono documents are prepared and scanned using a Fujitsu scanner and after a separate QA step are committed to the FileOptics Server.
  • The documents consist of contracts, rental agreements and other paper–based information such as financial and inspection reports.
  • A colour A3 map for each pole has a colour marker to highlight the location of the pole in the region. A Umax scanner is used to scan the map and then it is indexed and committed to the FileOptics server.
  • At all stages the capture process collects the operator ID, and date/time stamps the process.

Archiving

  • The Fileoptics server archives committed documents to the system by updating the index in the database and writing images to the Optical Disk Jukebox. In addition to the index update in the database, the index is also written to the Optical disk as part of the security and audit process.

Retrieval

  • GPU POWER UK operations staff have access to the FileOptics system via an integrated link between the IBM mainframe and the FileOptics workstation via terminal emulation.
  • Whilst an operator has the Wayleave mainframe information (on screen), a single key-stroke via the “V” key invokes the opening of the relevant Electronic Folder.
  • The operator can then instantly select any single or multiple document or map listed in the Folder content list. The operator can also re-print or fax the document if required
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