Digitizing UCSD Real Estate Records: Enhancing Property Management & Preservation
Digitizing UCSD Real Estate Records: Enhancing Property Management & Preservation
We collaborated with UC San Diego's Real Estate department to digitize their extensive property records, encompassing all properties they own and manage. This project aimed to preserve vital documents, some dating back to the 1970s, and enhance the efficiency of their facilities management.
Project Overview:
Objective: Convert all physical property records into digital PDF format, ensuring the preservation of historical documents and facilitating improved search and retrieval capabilities.
Scope: Property records, including acquisition documents, leasing agreements, asset management files, and strategic planning records.
Our Approach:
Secure Collection: We meticulously removed documents from file cabinet drawers, organized them into labeled boxes, and securely transported them to our facility, maintaining the confidentiality and integrity of sensitive information throughout the process.
High-Quality Scanning: Utilizing advanced scanning technology, we converted the physical documents into high-resolution, searchable PDF files. Given the age of some records, special care was taken to handle fragile documents to prevent any damage.
Detailed Indexing: Each digital file was extensively named and categorized to facilitate accurate search and retrieval, thereby enhancing the efficiency of UC San Diego's facilities management.
Data Delivery: Upon completion of the digitization process, we provided UC San Diego's Real Estate department with an external storage device containing all the digital files, ensuring that their data was both portable and easily accessible for authorized personnel.
Document Return: After digitization, all original documents were carefully repackaged and returned to UC San Diego for their records, ensuring that they retained possession of the physical copies.
Benefits Realized:
Enhanced Accessibility: Digital records allowed the Real Estate department to swiftly locate and retrieve necessary documents, significantly reducing time spent on administrative tasks.
Improved Preservation: Digitizing aging documents ensured the preservation of critical historical records, protecting them from potential physical deterioration.
Space Optimization: Converting physical records to digital format freed up valuable office space previously occupied by extensive paper files, allowing for more efficient use of facilities.
UC San Diego's Real Estate department expressed high satisfaction with the outcomes of the project, noting the positive impact on their operational efficiency and data management practices. We are proud to have contributed to their ongoing commitment to excellence in property management and strategic planning.
