We gladly name us self documentation nerds.

We are here to help and serve your company.

If a task is performed once, it may not be profitable to invest time in cultivating the necessary specialized knowledge and money in the required technology. We are more than happy to provide technology and specialist knowledge and complete the task as a service.

Contact us so we can find out if we can help with the specific task.

What we do best:

Capture

Capture information from many channels, including typically mail, scan and completed customer forms. The capturing information is recognized, relevant data extracted and automatically sent the document / information to the relevant employee - often via an ESDH system. Business Advantage: Whether a document is born digitally or scanned, it is important that the documents are captured in a stream that ensures consistent processing no matter where they came from, how they came here and what format they are. The road to the relevant employee can thus be automated.

Scanning

Where capture is often associated with a process, scanning is a technical discipline. Paper is fed into a scanner, and the electronic version of the documents is sent for processing. Then the document is ready for classification, see classification. Business Advantage: All documents - including those born on paper - should preferably enter the same workflows to ensure uniformity and effective use of employee time. Converting paper into electronic documentation is central to this.

Classification

Uniform classification of documents and extraction of key information for automated processing or archiving. Business Advantage: It makes it possible to overcome the enormous amounts of data and ensures consistency.

Document Generation

Document generation is the discipline of how large quantities of documents that are similar are automatically produced. A template, data for personalization and business rules for how the documents should be composed Business Advantage: It saves time and ensures uniformity.

Legacy conversion

Converting documents from old versions of eg Word to new versions of eg Word. Conversion of non-searchable documents to searchable documents. Conversion of documents with poor readability to fresh text with high readability. Business Advantage: Increases the usability of the information

Mail Conversion

Convert archive-friendly format mails with the body of the mail and attachments assembled into a long document for archiving Business Advantage: Mail formats are unsuitable for archiving and retrieval.

FDA Compliant Rendering

Converting documents to PDF documents that comply with FDA requirements. We can configure your Documentum ADTS, Adlib or DocShifter solution to comply with FDA requirements. We can set up a permanent solution for repeated or continuous conversions or we can carry out a batch conversion of a document quantity. Business Advantage: The documents are ready for the FDA

Document migration

Document migration is not just about moving data, but maintaining the context of the document, including structure and history, and document migration is therefore far from just a technical discipline. In connection with migrations, a cleaning up often is needed.. Business Advantage: Proper migration is a prerequisite for having a complete and accurate history and, not least, for the documents to retain their authenticity.

Clean up

Large files stored on eg common drives are reviewed, redundant, trivial and inaccurate data discarded while the rest is classified and ready for archiving. Everything can be done in a controlled process. Business Advantage: Uncontrolled data constitutes a risk and documents and data that cannot be found are worthless business.

Delivery to the National Archives

We can establish a permanent solution for repeated submissions to the National Archives or we can generate one for the National Archives. We can establish the entire submission or, for example, simply convert the documents. Business advantage: Converting many documents uniformly and according to the National Archives' wishes is time consuming and requires specialist knowledge.

Discovery

Finding all relevant information about a given case or topic. Large amounts of data in systems, mailboxes and shared drives are reviewed, recorded and the text content extracted. The text content can then be analyzed systematically. Business Advantage: In particular, personal data are often requested, so that one can get registered, archived and / or deleted it in order to be protected against breaches of personal data legislation

Scrapping

Scrapping is to delete or throw away. When it comes to business-critical information, it must do correctly. It is information that must not be kept forever - including generally personal data - and it is therefore necessary to have good processes for discarding. Business Advantage: It is necessary to discard information systematically, which must only be kept for as long as legal authority is required. Discarding redundant information is also economical.

Publication (PDF-merge)

Collection of multiple files for a single, uniform publication. It can, for example, be annexes to meetings that at the last minute are branded and assembled, manuals consisting of many chapters, etc. The publication may possibly be watermarked with serial numbers or other relevant information. Business advantage: uniformity, "look", control.

Conversion to PDF

Mass conversion to PDF, where all files are converted to a pdf format and returned. Possibly. watermark with technical information about the document can be printed. Business Advantage: Uniform impression of documents originating from the company and ensuring that the recipient can read the document and sees the document exactly as it is sent Suitable for archiving.

Arkiver

There is a long and good tradition for establishing truly excellent physical archives, where the paper is secured against damage and where it is easy to find again. The goal of digital archives is the same, but there are often barriers that prevent or complicate it. One barrier is that where the paper archives are maintained by specialists in archiving, digital archives are often not surrounded by the same professionalism. Another barrier is that the awareness of possible damage on digital archival is lower, and further more is it a real and practical problem that the amounts of data to be cleaned up are so massive.

Digital archives can also deteriorate

It is quite essential when storing digital information for posterity to take care of the problem, that software and formats are discontinued. Otherwise, the saved information cannot be read when needed. It requires active decisions and they are not always easy. For documents, which usually are the bulk of the archives, one can, for example, choose to convert archives to a pdf format. Alternatively, one can archive in native format and continuously upgrade the documents, specifically, for example, upgrade all archived word documents whenever the word software is upgraded. There are technological possibilities for automating both approaches.

Establish archives

There are many platforms to handle documents, both large enterprise platforms and smaller cloud-based point solutions. Read more about some of the possibilities here. Strator has since its founding specialised in document management systems and their implementation and has a broad insight into the market and opportunities. The major obstacle in establishing a new archive is to clean up and migrate historical data into the new archive so the archive can bring value, and that's one of our focus areas. Read more about classification here.

Use the archives - get control of shared drives

The archives, like all other systems, are only worth what is stored in it. Since shared drives and mailboxes often constitute the largest "archives", there is a real practical problem of getting the information where it should either be processed or archived. In many ways it is also incredibly easy and fast to work on eg shared drives, and therefore it is understandable that this is so. New technologies offer opportunities to keep more informal archives such as shared drives under control, thus making it possible to allow the extensive use rather than combat it. The technology can identify the documents that should be somewhere else and possibly move those in archives. It is based on technology to classify documents.

Classification

The amount of information grows and grows, and it needs to be handled following increasingly tighter regulations. Many companies now have a large historical data volume to relate. This means that cleaning needs arise while an ever-increasing amount of new information is flowing. Neither the crew nor the economy to handle it can rise at the same rate. Fortunately, there is huge development in the possible tools for classification.

Compliance

Another main reason for our recommendation is that unclassified historical data can cause compliance problems. For the past one to two years, the General Data Protection Regulation, GDPR, has triggered a need to gain control of historical information in many places. This task seems insurmountable to many, but there is no way around. We have made it our specialty to clean up. These projects also have a large element of compliance in addition to the practical cleanup. Read more about what we can specifically about compliance here.

Automation

Strator strongly advises companies to ensure systematic classification. We do that because we hear an increasing desire to automate and the prerequisite for automation is that you know what you have, that is, the information is classified. Once the information is classified and within the relevant system, such as the ERP system, there are often already excellent automated workflows that can be intitated.

Artificial Intelligence (AI)

The emergence of analytical tools based on artificial intelligence (AI) is revolutionizing this field. The development is fast and the number of options increase, while prices are decreasing. Among the very useful features some of this type of tool offers, for example, is that the tool itself can categorize the document (file) by type, for example, "Contract", but also extracts key information, such as who the contract is between and when it expires. Even though AI solutions are very hot right now, it should be emphasized that automated classification can also be based on other technologies, for example on scanning tools, and Strator's recommendation in the specific case will depend on what the task exactly entails and what the company already has in-house .

Compliance

Compliance is about controlling the processes and being able to document this. A project with compliance as a theme can be prompted by the organization having to comply with new laws, standards or internal guidelines. But it can also be started by a desire in the organization to improve.

When Strator participates in such projects, we typically help the organization with:

  • Establish the necessary quality processes for handling information / archiving
  • To specify, select and implement an IT system to contain the quality system

ISO standards

We typically work with ISO 15489, which is the standard for records management when we help to get the processes for collecting and archiving information in place, while for quality management in general, the ISO 9001 is very useful.

General Data Protection Regulation, GDPR

In the past one to two years, many compliance-related projects have had the General Data Protection Regulation, GDPR, as the focal point. These projects have often had a major element of cleanup in old information to achieve compliance. This task seems insurmountable to many, but there is no way around it. We have made it our specialty to clean up. Read more about classification here.

Audit

In many industries, external auditors regularly pass by, and in others, you just want to measure yourself or collaborators against standards. Audit is also a great tool for self-evaluation of an organization and a good basis for making changes, whether the wish is to improve something or anticipate a situation. Some of Strator's consultants are trained auditors, and we use that knowledge to support customers in working with audit as tools and in preparation for audit. We do not offer audits but instead refer to partners.