Contact person: Document Archive Process Optimization

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Location: Livezeni, Romania

Budget: Recommended by industry experts

Time to start: As soon as possible

Project description:
"I need a complete, end-to-end plan that will turn our mostly manual archive room into a predictable, data-driven operation. Right now 40,000–50,000 paper documents arrive, get sorted, matched to the correct files, and re-shelved by hand. I rarely know how many pieces move per hour or how long any given batch will take, which means staffing is guesswork.

Your job is to design a scalable workflow that combines software and, where it genuinely adds value, hardware such as automatic counters, high-speed scanners, barcode or RFID readers, or similar tools. The goal is to:
• capture precise volumes and processing times in real time,
• flag bottlenecks early so I can redistribute staff,
• forecast labour needs when volumes spike or dip, and
• automate any steps that prove faster or more reliable by machine than by person.

Deliverables
1. A detailed process map covering every step from intake to re-filing.
2. Recommendations for specific software platforms (e.g., DMS, OCR, workflow dashboards) and hardware (e.g., sheet counters, scanners) with estimated throughput, footprint, and cost.
3. An implementation roadmap showing milestones, staff training needs, and a pilot phase.
4. KPIs and reporting templates so I can track documents/hour, average turnaround, and workload forecasts once the system is live.

Please submit a concise project proposal that walks me through your approach, tools, and timeline options. I’m open on schedule; the plan we adopt will dictate the rollout speed." (client-provided description)