Tag Archives: Archiving

Manage the TCO

26 Feb

Car FuseHopefully in everyone’s lifetime, they have the opportunity to purchase a new car. The sense of pride in owning something brand new is only surpassed by the commitment and common sense to keep up with all the required maintenance to keep this significant investment in tiptop shape. Now imagine shortly after purchasing the vehicle a fuse blows or a headlight fails. You are certain this will be covered under the car manufacturer’s warranty, so you reach for the Owner’s Manual in the glove box only to find none exists.

No warranty coverage statement. No recommended replacement part numbers. No suggested maintenance schedules. Not even an illustrated diagram of your vehicle’s fuse box. Being the savvy consumers we all are, there certainly are ways to obtain the information required to identify and secure replacement parts, discover what assemblies in the vehicle are still under warranty, and establish maintenance schedules that will keep the vehicle running correctly.

eCommunication diagram

However, absent the manufacturer’s documents and, more importantly the accurate and consolidated information contained in these documents, it would require your valuable time, potential investment of unnecessary dollars, frustration of investigating each situation, and overall uncertainty of proactive actions which will enable you to maximize the life of your vehicle. Another way to view this situation is to consider how you would effectively manage the Total Cost of Ownership (TCO) for the life of the vehicle.

Is this scenario plausible or likely to occur the next time you purchase a new vehicle? Absolutely not!

However, as the engaged team at BPI continues to listen to our clients’ and business partners’ challenges and desires to improve inefficiencies, we continue to search for services, tools, and workflows that will add value to their organizations. One of the ongoing challenges we hear from facility management staff, owners, general contractors, and architects is the need to have a timely, consolidated, and accurate central repository of construction documents for the complete project.

The various types of documents included in this tool would be submittals, as-builts, shop drawings, warranty information, maintenance schedules, and more. Based on this feedback, BPI developed a robust project closeout tool and is excited to introduce eArchive as a service for both existing and new construction projects.

eArchive has a number of strong features that assist clients in ongoing project and facility management while minimizing the time they spend focused on those responsibilities. Best of all, eArchive contributes to managing and reducing an organization’s TCO.

Features include:

  • Works with existing or new projects
  • Customized
  • Integrated document vault
  • Connect the dots on a project at a glance and assign specific permissions
  • Quickly search and review project documents
  • Organized, view-able, and searchable format
  • Complete project and document history

Contact BPI for a demonstration on our very intuitive and interactive eArchive software that can also be used in conjunction with an iPad and/or Canon plotter. Our specialists can take the oldest most delicate plan sheets and turn them into your very own Digital Document Resource Station.

Wide Format Scanning

13 Mar

This is reprinted with permission from Melissa Donovan (mdonovan@rockportpubs.com) from the website Digital Output.  Digital Output gives comprehensive coverage on each segment of the printing industry.  The articles printed on their site are focused on problem-solving.

Recognizing the need for a wide format scanner in a print shop means understanding how and why it will be used. More importantly, whether it will engage customers and bring profit to a business is of the utmost importance. Luckily, wide format capture devices provide services for a host of markets from fine art to archiving for healthcare, real estate, government, libraries, or education; CAD; GIS; and architecture.

Clean Archiving

It is important to know which type of wide format scanner is a fit for your business before you purchase. In the case of Milwaukee, WI-based BPI, Inc., the over 50-year-old company supports engineers, architects, and contractors with scanning and printing services as well as being a reseller for the same systems in both black & white and color. At its four locations—all based in WI—the company offers full-color poster printing, presentation boards, outdoor signage, and large and small black & white and color copies and scans of architectural plans, bid documents, and archival support for large commercial and real estate complexes.

Each office holds a wide format scanner from KIP. Since 1992, BPI has been a Blue Ribbon Dealer for the company, and in 1998, BPI became a priority-level dealer. In addition, BPI has been a software beta site for KIP since 2005. The shop recognizes the level of scanning technology offered by KIP and how well the devices fit their field of work. They recently instituted the latest KIP scanner, the KIP 2300. With enhanced image capture technology and high-speed processing, the CCD-based color scanner is a workhorse for BPI’s archive services department. In monochrome, it scans up to 12 inches per second at 200 dpi.

The typical volume of a scan job for BPI ranges from a couple hundred to thousands of originals. For two to 300 originals, the turnaround time is anywhere from three to five business days and 1,000 originals takes about two to three weeks, but there are factors that weigh heavily on these time frames. According to Steve Mueller, president of BPI, “the condition of the originals and how detailed the client’s scanning requirements affect the timelines.” Once completed, the scans are burned to a CD. Typically, customers request a hard copy of the most heavily used document because the original is so deteriorated.

Archiving plays a large part in BPI’s day-to-day services. Sometimes what a customer thinks is a safe and secure method of archiving can be taken a step further, and it is the reprographic shop’s job to educate them. For example, a local facility manager recently requested a multi-page PDF of a roll of drawings, which was completed on the spot while he waited. A week later, Keith Buchman, senior sales representative of BPI, visited the facility manager and discussed the possibility of creating an archive system for its documents and drawings. “They talked about how much more valuable the documents would be if BPI archived them, which would stop the aging process and make all of them easily accessable,” explains Mueller. The initial discussion led to multiple months of capture.

At press time, BPI was working with a national client that owns real estate in 21 states and is now receiving five to ten rolls of plans per week for a large format archiving project. To date, this is BPI’s largest archiving client. The original documents differ wildly when it comes to condition. To determine the best scan method, the provider places each document into one of three stages. Stage one is classified as “good to great,” where little to no taping or restoration is necessary. Stage two is “average,” meaning some taping, restoration, and re-scans are required about 25 to 30 percent of the time. Stage three is made up of torn, tattered, water stained, or poorly stored originals that require major taping and restoration. Generally, rescanning is required 90 percent of the time for these originals.

After three months, BPI has scanned over 11,000 originals across the three condition stages. Once completed, Mueller estimates they will have scanned 120,000 documents. The KIP 2300 works perfectly for this archive opportunity, as it has the ability to capture every scan at the same archive workstation. Additionally, the scanner captures documents up to 0.6 inches thick, providing an array of possibilities.

Advancements in scanning over the last ten years have played a major part in the efficiency and color quality that BPI currently offers its customers. “Ten years ago wide format scanners only had the capability to scan to a resolution of 400 dpi and color systems were outrageously priced. Now, an individual can scan large originals at up to 1,200 dpi on today’s color scanners with awesome detail,” explains Mueller.

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