Document Conversion Assists Safety Western Australian Mines

Leading Perth document imaging company E-file, from Western Australia proves the application of new information technology can provide clients with immeasurable benefits.

Online PR News – 14-January-2009 – – Perth, Western Australia - E-File’s latest document scanning project allowed them to leverage their expertise developed during more than ten years in the document imaging business. E-File effectively and efficiently catalogued Western Australia’s entire collection of 27,000 mine plans, into one fully searchable e-database.

The time and manpower previously required by the department to search and retrieve mine plans from their collection, in the event of a mine site emergency was indefinable. This process has now been drastically reduced.

With thousand of current and derelict mine sites throughout Western Australia, the risk of a mine site emergency is an ever present concern. In the event of a mining accident or mine collapse, the process required to access the plans for the mine sites has to be swift and accurate.

The Resources Safety Division of the WA Department of Consumer and Employee Protection scrutinized their traditional hard copy storage system and concluded improvement was needed.

Until recently, the collection of plans for all of Western Australia’s mines were kept in hard copy storage and only accessible at a warehouse in Balcatta, WA. Some of the collection dated back to the earliest days of mining in Western Australia and their age and fragility required gentle handling.

Their method of tracking and search and retrieval, proved to be an ineffective and out-dated card index system. Pre-database there were over 3,000 plans that were unaccounted for.

The system required a complete overhaul. The whole catalogue of plans needed to be scanned and collated in a system that could be accessed offsite quickly, and with a high degree of accuracy.

Local Document Scanning and Management Company E-File won the state tender to update their document management system. Using innovative and effective information collection technology, and structured document management, the process involved in searching for and retrieving necessary mine plans has been completely modernised.

The entire collection of Western Australia’s mine plans has been now been scanned to PDF format. Each file carries eight fields of meta data which, when imported to the database allows rapid retrieval.

“Prior to our catalogue being scanned and archived, we would have been unable to estimate the time and manpower required to manually search through our plans at our offsite storage warehouse,” said Andrew Kempton, Manager Business Services for the Resources Safety Division.

In the event of a mining accident or more severely a mine collapse, the department is now well-equipped to work closely and swiftly with emergency services in providing required mine plans.

“In the event of an emergency we are now able to search our database of plans quickly and easily, and facilitate rescue workers.”

E-file’s document management and scanning services provides an alternative to storing files and boxes in a warehouse or in your premium office space. Offsite archive storage can be expensive and time consuming when attempting to retrieve information.

E-file provides a professional document management and scanning service to a broad spectrum of business types and organizations. This service allows you to use one company experienced in managing your documents from paper through to a text searchable database.

A wide range of document types can be scanned with rapid turnaround times. Scanning services include black & white and colour scanning of business card size up to large format maps and aerial surveys for import to GIS systems or to archive.

For more information regarding the document scanning services available through E-file please contact one of our friendly representatives on +61 8 9221 3577.