Scanning and Document Indexing Service

[arlentees]

Owner of the theme

• Assets Team to own the build and maintenance of a new document service

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Description (Hypothesis):

A new modernized document indexing and scan service will help both clients and staff complete filings in a more secure fashion that will also reduce wait times.

• Currently PDF forms are being emailed or paper forms are arriving in the mail. A workflow was developed a number of years ago that involves barcode scanning, manual document indexing and a lengthy wait (order of months) to then rescan the form once the filing is complete.
• Also, older paper filings that are part of another archival process are being scanned and currently live on the LAN, not in a location or format that can be accessed by the public registry products
• MISSING: How does MHR/PPR handle documents that need to be stored?
• The solution will be developed as a new service that can manage the upload of a PDF document from either a scanned printed form or direct from email/desktop and allow for the artifact to be available to a the relevant products registration/transaction/ledger record.
• By removing the reliance on paper records, we can make the entire process more secure, as paper in even the strictest of environments can go missing. By optimizing for a digital workflow, we can reduce the time that clients needs to wait for an image to be available from months to immediate.

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Business Outcome Hypothesis

• The proposed solution should provide measurable factors for improved business outcomes:

• Reduced security risks: less reliance on paper means a reduction of loss of confidential documents
• Reduced time for filing: currently a paper primary workflow has a backlog of greater than 6 months, a digital primary workflow should reduce the time to weeks.
• Reduced need for space: a significant reduction in paper will result in more space being made available
• Reduced costs: a digital primary workflow means that a PDF file that arrives via email will not need to be printed, unless explicitly requested and paid for by clients.

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Leading Indicators

• Early measures that help predict whether the theme hypothesis can be achieved
• What do we need to observe in the first two or three months after the solution is deployed in order to make the decision to continue investing (as opposed to abandon, pivot)

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Non-functional Requirements

• e.g. Response time, scalability, recoverability

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MVP Identification

• all epics that need to be completed for this theme

[arlentees]

Closing issue. Work can be tracked at the Project Level at https://app.zenhub.com/workspaces/assets-team-space-new-655515cb02e714000e74f9f3/roadmap?project=z2lkoi8vcmfwdg9yl1byb2ply3qvodm1odm