TrustFlow Digital Solutions digitized over 25 million microfiche images for one of the largest insurance companies in the US
Since its inception, the customer has grown into one of the largest insurance and financial services companies in the world. While most of its current business processes have gone digital, a significant volume of archived customer information and claims data is stored on microfiche, an antiquated medium that degrades over time.
The customer was required to retain and preserve millions of images, records and archived documents stored on microfiche. The manual process to access information when it was needed and the omnipresent risk of losing the original records to damage or deterioration became a pain point. Aiming to mitigate risk and become more operationally efficient, the customer set out to digitize and migrate the important records housed on microfiche into digitally accessible, indexed data that could be easily viewed on laptops, tablets or mobile phones.
TrustFlow Digital Solutions worked closely with the customer to develop a detailed plan for transporting, scanning, converting, indexing and exporting over 25 million microfiche images.
In January 2020, the first group of files was inventoried, labeled, secured and transported to a temperature-controlled area in TrustFlow Digital Solutions' Millville, NJ facility. Initial manual reviews and quality checks were completed on each microfiche jacket before scanning. Repairs to microﬁche were made as needed and hundreds of customer documents were saved through this process.
Exception handling and scan-on-de-mand services were also included in the project scope. The customer was able to request a digital version of any microﬁche image not yet scanned and indexed, and TrustFlow Digital Solutions' team delivered any requested ﬁles to the customer within 24 hours.
In the project’s early stages, TrustFlow Digital Solutions completed a 100% quality review (QR) protocol—using a combination of automated software and human validation—before the ﬁnished images were sent to the customer each day. A few weeks into the project and per the customer’s approval, the requested daily QR batch sample was reduced from 100% to 10% due to the consistently high accuracy rate of delivered images.
Approximately 120 days into the project, the TrustFlow Digital Solutions team was processing an average of 56,000 microﬁche jackets and delivering approximately 2.3 million digitized images per month. After scanning the microﬁche images into a multi-page TIF ﬁle, the original document jackets were retained awaiting approval to be destroyed appropriately, freeing up space in the customer’s facility.
Even in the midst of the globally disruptive Coronavirus pandemic, the project was completed within the scheduled timeline of January 2021.
Key Performance Indicators
microﬁche jackets processed
accuracy delivery rates
hours to process daily scan-on-demand requests