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Original Date: 02/19/2007
Revision Date: / /
Best Practice : Record Information Management System – Document Imaging
Raytheon’s Network Centric Systems Manufacturing Center in Largo, Florida, was having a difficult time filing and retrieving a massive amount of documents. With the introduction of the Record Information Management System, a central document repository was created. Documents are now stored electronically and are easily retrieved and shared by all authorized employees.
Prior to 2000, finding a copy of a document at Raytheon’s Network Centric Systems (NCS) Manufacturing Center in Largo, Florida, was an arduous task. Records were kept in hardcopy version, in boxes, and in filing cabinets. Documents were also indexed by only one searchable criterion, which made document recall even more difficult. Documents were often misfiled or lost, which led to expensive document re-creation that, in turn, led to loss of productivity and frustration. Collaboration was also difficult because hardcopy documents had to be faxed, photocopied, or scanned from one employee to another.
In 2000 Raytheon Largo purchased the Record Information Management Systems (RIMS), a commercial off-the- shelf software solution that imported all the facility’s documents to an electronic, online, fully searchable format. All hardcopy documents were scanned into electronic format and imported into RIMS. An efficient and accurate optical character and barcode recognition tool were used to scan and file documents under multiple fields, which allowed for more powerful and effective document searches. Document retrieval and collaboration became a two- to three- minute process versus the multiple days it took under the previous hardcopy system. Data backup to tape also ensured that Raytheon Largo data would be safe and retrievable in the event of a system crash. Further security was added to the system with password protection at the system, application, and document levels. Raytheon Largo estimates that the implementation of RIMS has saved 3.5 man-years.
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