Summer Inside NIRMA Issue

Continued from page 15.
observing how the process operates
in isolation, we can identify
vulnerabilities, errors, or security
risks.
The sandbox logs the entire history
of changes, serving several purposes:
Training Users:
Providing a comprehensive
timeline of past changes and their
outcomes help train new users and
enhance their understanding.
Accountability:
Documenting who made the
changes ensures accountability and
provides a reference in case of
disputes.
Statement of Work
Evolution:
The recorded history of changes
impacts the evolution of the
Statement of Work (SOW),
protecting users and service
providers from contractual liabilities.
A solid sandbox solution ought to
be tightly integrated with:
• A comprehensive logistic
module tracking boxes of
documents across all stages.
This reduces user reluctance to
release their precious
documents for capture and
helps the service provider
intermingle between physical
and digital documents as
needed.
• A support mechanism that
automates the reporting of
diagnostic data and images
while creating and logging user
support tickets.
• A dynamic SOW/Service Level
Agreement (SLA) presentation
module that illustrates a timeline
of SOW and SLA amendments
and their justifications.
• A comprehensive production
Quality Control (QC) module,
which interacts with the logistic
module preventing documents
to be disposed or posted
prematurely.
• A comprehensive production
workflow, used by the service
provider to perform its magic in
mastering the art and science of
document capture.
• An approval module, where
users can approve ranges of
digitized documents, while
keeping a historical log of these
approvals. The service provider
uses this approval log to
compliantly commit approved
records to the user’s EDMS.
In conclusion, the sandbox
concept has proven invaluable in
yearlong projects involving
thousands of document containers
(boxes with paper or microfiche
records, bags with large format
drawings, microfilm rolls, etc.). It
distributes the burden of
responsibility and accountability
across the various stakeholders,
proportionally to their capabilities
and core competencies.
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