Case Study: Digitizing Documents for a San Diego Convention Center

Client:

San Diego Convention Center, managing millions of legal documents and thousands of large-scale engineering drawings.

Challenge:

The convention center had millions of legal pages and thousands of engineering blueprints stored in physical form. These paper documents were deteriorating over time due to handling, environmental conditions, and aging. Additionally, staff members struggled to locate specific files quickly, wasting hundreds of hours searching for physical records.

With a need for better accessibility, preservation, and efficiency, the organization sought a digital transformation to convert their paper documents into searchable, shareable PDF files.

Solution:

We implemented a comprehensive document scanning process, which included:
✅ High-speed scanning of millions of legal pages into searchable PDF format, ensuring instant access to critical information.
✅ Large-format scanning of thousands of engineering blueprints and site plans to preserve technical drawings with high-resolution TIFF and PDF copies.
✅ OCR (Optical Character Recognition) technology applied to legal documents, enabling keyword searches for quick retrieval.
✅ Cloud storage integration, allowing secure, remote access for all departments without the need for physical copies.

Results:

📌 Significant Time Savings: Staff members can now instantly search for specific legal pages and engineering drawings, saving hundreds of hours previously spent manually locating documents.

📌 Preservation & Reduced Deterioration: Scanning eliminated the risk of paper degradation, ensuring long-term access to high-quality digital copies.

📌 Improved Collaboration: Digital files are now accessible across departments, eliminating the need for physical file transfers and allowing multiple users to view and share PDFs simultaneously.

📌 Cost Efficiency: By going digital, the convention center reduced paper storage costs and minimized the need for costly reprints of aging blueprints.

Conclusion:

By digitizing millions of legal pages and thousands of engineering drawings, the convention center in San Diego transformed its document management system, improving efficiency, accessibility, and preservation. The shift to PDF digital files has streamlined operations, enabling instant access, reducing search time, and enhancing collaboration across the organization.

📌 Interested in scanning your documents for better efficiency? Contact us today to see how we can help!