Digitization of Urban Planning Files

Digitization of Urban Planning Files
5 min read

Like many subjects related to the theme of dematerialization, the digitization of urban planning files has been discussed for several years. 

In this article, we will describe these projects as well as the solutions to be put in place to make this transition a success and ensure standardized digitization in accordance with the software used, as well as the different communities.

In general, we are going to distinguish two operations that are quite similar in substance but very different in form and execution:

  • The recovery of the history of urban planning files.
  • Daily processing of incoming requests.

 

Digitization of Existing Town Planning Files: Recovery of the History

The recovery of history is quite simple in principle. The documents are entrusted to the service provider, who will process the entire documentary collection in a grouped way over time. Depending on the local authorities, the digitization can be carried out at the service provider's or directly on the local authority's site.

On-Site History Digitization

 

We put a point of vigilance to the solution, which consists of the digitization of the files directly in the community. This solution, which seems relevant at first glance, can quickly reveal defects and conditions that are difficult to justify.

For What?

 

This request is very often due to a need to consult town planning files. Therefore, a priori, on-site digitization is the answer to this question. However, this solution involves many disadvantages:

  • The delegation by the community of sufficient workspace to accommodate the equipment and the digitization teams.
  • The transfer and installation of the equipment at the customer's site remain a rather delicate and sometimes very tedious operation.
  • The delegation of a reduced digitization team.
  • Digitization times will, of course, be extended due to these points.
  • Finally, a budget can quickly double or even triple because of the delays and all the additional costs to be covered.

Yes, we raise a few tricky points, but the original question is still valid, so how to do it?

 

Digitization of the History of The Service Provider

 

Based on our feedback, the most efficient solution for the client remains the digitization of town planning files directly with the service provider.

In addition, there are several solutions that will allow the urban planning services to consult the documents during the realization of the project.

In the case of an already advanced reflection, the town planning department can submit these imperatives to the service provider or let the latter propose consultation solutions related to its internal organization.

Digitization of New Incoming Urban Planning Files

The digitization of incoming urban planning files and the recovery of history are similar. In both cases, the community will have the choice between in situ processing or delegation to a digitization service provider.

In terms of form, the digitization of incoming files includes two important points that must be taken into account, making it a very different project from the simple recovery of history.

 

Recurrence of the Digitization of Incoming Urban Planning Files

 

The first is the notion of recurrence and the long term. Indeed, it is no longer a question, here, of dealing with a one-shot fund but of building a service over the – more or less – long term in order to support the community until the total disappearance of paper.

On the same principle as the resumption of history, the digitization of incoming urban planning files can be envisaged on the customer or service provider site. It should be noted that, generally, the treatment on the provider's site will go through a transfer of the mail. Deliveries by a third party, setting up a mail transfer, sending by parcel, many solutions are possible, but only a study taking into account the cost, the deadlines, the distances and the volumes will make it possible to define the best solution for each community.

Deadlines for Digitizing Incoming Urban Planning Files

 

The second concept corresponds to the processing times for files. These deadlines require the service provider to be very responsive in the processing of files. In other words, file sending, processing, and digital transmission must be organized within a few hours.

As with the notion of recurrence, the solutions proposed by the service providers must consider these deadlines.

Visit the Turn-Key Solutions (TKS) website for the best Document Management System. We are an IT Solutions Provider company that helps you establish a Paperless Office.

 

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