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Insights - 6 min read

What Organizations Can Learn with the Right Document Management System

Ripcord Team

Marketing Team of Ripcord

Published 1 Apr 2021

Founded in the late 19th century, the University of California Los Angeles is the most applied-to university in the U.S. , annually receiving more than 100,000 applications from would-be undergraduate students. Yet in recent years, it has been the school's highly sought-after PhD programs that have been a source of considerable document generation -- and a repository of trapped, potentially valuable data and information.  

Since the school's inception, each of its thousands of doctoral candidates has been required to submit a thesis report to complete their respective programs and graduate. These thick paper documents, which average 200 pages each, have been kept in boxes under the UCLA library basement, where most have sat, unaccessed since the time of their storage. Given the vast corpus of top-tier research that has taken place in UCLA's graduate schools over the years, these boxes represent significant amounts of possibly useful and even groundbreaking documentation in multiple fields.

Realizing this, UCLA engaged Ripcord in an effort to go digital. 

Below, we discuss the top three ways Ripcord helped UCLA unlock the information in these mountains of stored papers.

 

Efficiency Increase

Using its proprietary robots, machine learning and optical character recognition, Ripcord digitized thousands of boxes of thesis papers from four university departments. Ripcord scanned, classified, and extracted the text in the documents, and made it all available for search and retrieval in its cloud-based platform, Canopy. Now volumes of documents -- many of which have not been touched by human hands in decades, if not a century or more -- are online in a secure instance, ready to be pulled up with sub-second keyword, boolean, and filtered searches. 

 

Information Retention 

Many of the documents stored under the UCLA library were fragile, given their age, and on their way to disintegration. Had they been allowed to turn to dust without first being digitized,  the information on their pages would have been lost forever.  Scanning and enriching them with Ripcord solutions means they and any key findings they contain will be retained for posterity. 

Who knows what long-standing problems might be solved in coming years owing to the preservation of these documents?

 

Resource and Space Saving

The boxes, shelving, and other containers housing the old theses took up huge amounts of storage space. The files had to be maintained in a temperature- and moisture-controlled environment. That cost the university money and led to higher energy consumption, as increased clutter means heating and cooling systems have to work harder. Relieving the school of these bulky files freed up large areas for additional storage.

To read more about how UCLA benefits from Ripcord's solution, read the case study here.

 

Digitize with Ripcord and Unleash the Power of Your Documents

Is your organization ready to unlock the potential in your old paper files?  Contact Ripcord today. We're on a mission: to digitize the world, industry by industry. With proprietary vision-guided robots, AI and machine learning, Ripcord solutions digitize, enrich, and organize an entity's most important paper documentation, no matter the volume. 

We'll save your company time and money and free up your employees for more of the work they really want to do.