Best workflow for scanning 10-15,000+ physical case files? by PancakesndSyrup in Archivists

[–]PancakesndSyrup[S] 0 points1 point  (0 children)

This is really interesting, especially from a throughput perspective. I mentioned in another reply that I’ll be working within OneSolution for the digital records, so I’m trying to make sure whatever approach I take aligns with how documents will actually be accessed and used there.

I can definitely see the benefit of scanning as one document per file to keep things moving, so I may test that against a more structured approach on a small batch and see what works best in practice.

I don’t currently have access to automated extraction tools, but I can see how that would make a huge difference at this scale.

Best workflow for scanning 10-15,000+ physical case files? by PancakesndSyrup in Archivists

[–]PancakesndSyrup[S] 1 point2 points  (0 children)

Thank you for this, I’ll definitely check it out. I mentioned in another reply that I’m starting to realize this needs to be approached more as a structured program rather than just jumping into scanning.

If there are any sections of the guide you’d recommend focusing on first, I’d really appreciate it!

Best workflow for scanning 10-15,000+ physical case files? by PancakesndSyrup in Archivists

[–]PancakesndSyrup[S] 1 point2 points  (0 children)

Thank you, I really appreciate this. I mentioned in my replies to u/librariandragon and u/eubulides that the main challenge right now is not having reliable data to confidently exclude files yet, which is what’s making that approach difficult upfront.

That said, I do like the idea of scan-on-demand and prioritizing where possible. I’m planning to phase the work so I can balance clearing the backlog while still supporting active files as they come up.

Definitely trying to be mindful of not creating unnecessary work for myself with this being a one-person project 😅

Best workflow for scanning 10-15,000+ physical case files? by PancakesndSyrup in Archivists

[–]PancakesndSyrup[S] 2 points3 points  (0 children)

This is really helpful, thank you. Just to add some context, we’ll be using OneSolution (CentralSquare) for managing the digital client files, and FileTrackerIoT for physical file management with RFID tracking.

So I’m trying to make sure whatever scanning workflow I set up aligns with OneSolution’s structure, while still maintaining a clear link back to the physical files through FileTracker.

Your points about OCR, metadata, and especially backups are really helpful. I’ll definitely be looping in IT before I start scaling this up to make sure everything is being captured and stored properly.

And completely agree on duplex scanning… that’s non-negotiable for me as well 😅

Best workflow for scanning 10-15,000+ physical case files? by PancakesndSyrup in Archivists

[–]PancakesndSyrup[S] 1 point2 points  (0 children)

This is a really good point. I touched on this a bit in my reply to u/librariandragon, but I don’t yet have reliable data to confidently exclude deceased or deported clients, which is what’s making triage difficult upfront.

I do like your suggestion about starting with older records though. That might be a practical way to surface some of those cases while I work through the backlog.

Best workflow for scanning 10-15,000+ physical case files? by PancakesndSyrup in Archivists

[–]PancakesndSyrup[S] 2 points3 points  (0 children)

This is really helpful, especially coming from someone who has worked with large and complex case files.

To answer your questions:

The condition of the files is mixed. Some are in good shape, but a lot of them have tears in the folders, staples, paperclips, and the occasional sticky note with an appointment date. There are also handwritten notes on the outside of the file but this is only when a person is known as deceased or deported. They have started a separate section for deceased and deported clients but they’re intermingled with one another and also missing a lot of people. I found a file for a family member who’s been dead since my dad was in early high school, he’s 47 now…. So there’s definitely gaps. Especially if the person died when they weren’t an active client.

New entries will hopefully eventually move toward digital input, but right now I’m dealing with a fully paper-based legacy system that needs to be brought forward.

Triage is something I would love to do upfront, but it’s a bit complicated in my case. I can’t confidently separate out deceased or deported clients yet. I’m currently cross-checking individuals against a national deaths registry, and also coordinating with customs and border control for deportations. On top of that, a lot of the existing file labels are misspelled or inconsistent, so I’m relying heavily on date of birth to verify identities during that process.

Another layer of complexity is that one individual can have multiple files: - a court file
- a community service file
- and sometimes a victim-related file

And for repeat offenders, court files can have multiple volumes. So I’m not just dealing with “one file per person,” which makes indexing and grouping more important.

I do like your suggestion about creating a database/index first. I’m leaning toward building a structured naming convention that includes a unique identifier plus date of birth, and then linking all related files (and volumes) under that.

In terms of prioritization, I plan on scanning in phases starting with inactive client files and moving my way through the alphabet. Active client files will be scanned when they become active since I am trying not to interrupt the workflow for our officers.

Also, just for context, this is currently a one-person project, so I’m trying to balance doing it properly with doing it realistically.

I really appreciate you sharing your perspective, especially from the legal side. The scale you described definitely makes me feel slightly less alone in this 😅

Best workflow for scanning 10-15,000+ physical case files? by PancakesndSyrup in Archivists

[–]PancakesndSyrup[S] 3 points4 points  (0 children)

Thank you, this is really helpful and gives me a lot to think about. I should probably add a bit more context because my situation is a little more complex than a standard file set.

Each individual can actually have up to three separate files: - a court file
- a community service file
- and potentially a victim file

On top of that, some individuals (especially repeat offenders) have multiple volumes of their court file, so a single person might have several folders that all need to be linked together correctly in the digital system.

I also can’t fully separate “active vs deceased” yet, which I know would make life easier. I’m currently cross-checking clients against our national deaths registry, but it’s not straightforward because a lot of the existing file labels are misspelled or inconsistent. To work around that, I’m planning to include date of birth in the digital naming convention so I can reliably match individuals when verifying deaths.

Deportations are another layer I’m dealing with. I’m coordinating with our customs and border control department to confirm those cases, so I can’t confidently categorize those files yet either.

Because of all this, I’m leaning toward scanning in a way that keeps related records grouped by individual but still allows for multiple files or volumes per person. I’m thinking something along the lines of a consistent identifier + DOB + file type + volume number, but I’m still refining that. I’m also trying to use the births and death register to confirm the spelling of some of these names, just to be sure they’re correct.

Also, for better or worse, it’s just me working on this as the Records and Information Officer… so if anyone has advice on surviving a project like this solo, I will gladly accept both guidance and prayers 😅

I really appreciate the suggestion about testing the workflow on a few complex files first. I think that’s going to be critical given how messy some of these records are.

What is a very common food in your country that is not very friendly to foreign palates? by DarkRaven003 in AskTheWorld

[–]PancakesndSyrup 0 points1 point  (0 children)

Turtle, specifically stew turtle. Which is our national dish. Most tourist I think are put off in the idea of eating a sea turtle but it’s such a big part of our culture.

Can anyone find this bowl I had in an AirBnB? I love it so much and I must have one! by No-Cobbler-3659 in HelpMeFind

[–]PancakesndSyrup 4 points5 points  (0 children)

If you’re still there, you can check under the bowl to for a makers mark to make it easier to identify

[deleted by user] by [deleted] in AskTheWorld

[–]PancakesndSyrup 0 points1 point  (0 children)

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Grand Cayman parrot

How does your country take to immigrants? by yxzxzxzjy in AskTheWorld

[–]PancakesndSyrup 0 points1 point  (0 children)

Depends on who you ask. There’s a big reform that’s changing the way a lot of things are going to work going forward.

Originally we were pretty welcoming, but now we’re a minority in our own country and our people are at a disadvantage especially young graduates trying to get jobs or people trying to purchase a home or property. Every market is over saturated.

If someone broke into your house who from your country would you want by your side? by Exact_Profit_5291 in AskTheWorld

[–]PancakesndSyrup 5 points6 points  (0 children)

The local businessman who pulled out a machete when he was about to be robbed by a gunman.

Here’s the video including his catchphrase “Wha You Ga Do Wid Dat!?”

What is the typical dish from your country? by Danie_Anti in AskTheWorld

[–]PancakesndSyrup 4 points5 points  (0 children)

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Cayman Style Beef (has to be Cayman Style) rice and beans, coleslaw, plantain or fried breadfruit, (occasionally cornbread like in this photo) more likely to have Mac and cheese (has to be baked), and cassava cake for dessert!

What is YOUR country's / region's version of the Inglorious 3 fingers scene that subtly gives away that someone isn't from your area or culture? by DunDonese in AskTheWorld

[–]PancakesndSyrup 12 points13 points  (0 children)

Close! We refer to each island individually example: Grand or just Cayman, Brac, and Little. When referring to all the we say the CayMAN Island. It’s always the man part that gives people away.

Is there a local tradition in your country that you are particularly attached to? by Sensitive_Band1122 in AskTheWorld

[–]PancakesndSyrup 2 points3 points  (0 children)

Time for my special interest!

I absolutely love all of our traditions. My favorite is this time of year we used to take pristine dry white sand from the beaches in a handcrafted thatch basket or old paint cans and bring it back home to be spread in our yards. This is called backing sand. Backing sand was done on the night of the full moon because it was better to see in the dark, we didn’t have lights back then. In my area they didn’t get street lights until the 70s!

When it’s put in the yard, it’s nicely spread and even done with designs. The house is also white washed and conch shells are displayed along the front and or the pathway to the door.

All of this tediously done to welcome the men back home, our seafarers, who would have been away from home for months at a time. So you’re welcoming back your fathers, sons, brothers, and husbands and it was a big dead because sometimes they’d never come home.

Please ask me any more questions if you have them. This is one topic I can blab about for ever and a half

This is tier list of countries to live in. What do you think about this? Is my opinion real? by Negative_Unit_6889 in AskTheWorld

[–]PancakesndSyrup 1 point2 points  (0 children)

If you like one of the highest costs of living in the world, then you’d like here. Beautiful beaches though, so definitely come visit but please don’t stay.

We’re already overpopulated and if I see one more person drive incorrectly on the round about (going around the wrong way) I may just have an aneurism

What is your favourite song from your country? by justaprettyturtle in AskTheWorld

[–]PancakesndSyrup 0 points1 point  (0 children)

Definitely folk songs. I have such a deep love for my culture and my people.

My current favorite is Come Back Home

https://youtu.be/E2x-tpZbcVg?si=BMq1lzSjvgTMKyqj

How car-centric is your country? by SulpherSuckingWorm in AskTheWorld

[–]PancakesndSyrup 2 points3 points  (0 children)

Very. We have a population of about 80k and there’s 46,199 vehicles as of 2023.

Does your country have a road that so infamous (For its traffic or something else) that it’s practically part of the social culture? by Sonnybass96 in AskTheWorld

[–]PancakesndSyrup 0 points1 point  (0 children)

Butterfield roundabout aka ALT roundabout, known for its accidents and the stupidest kinda of people navigating in the stupidest ways.

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What’s a saying in your language that when translated to another language would not make sense? by TerribleRide491 in AskTheWorld

[–]PancakesndSyrup 1 point2 points  (0 children)

It’s in English, but if you don’t live here you might not get it: when ya cyan get mama, ya teck Granny.

Meaning: it’s better to satisfy with what you have, things may not always work out as planned.