Case Study - Saperion AG

Case Study
AT A GLANCE
Industry: Public administration
Core subject: Electronic storage
of historical paper documents
Volumes: Approximately
2750 books
Ministry of Finance of the Russian Federation
SAPERION‘s document management system
chosen for the Ministry of Finance‘s
irreplaceable library collection
The library of the Ministry of Finance of the Russian Federation
contains irreplaceable literature dating from 1917 and earlier that
document the economic history, tax policies, and monetary history of
Russia. These materials have a very high scientific and historical value
and remain in regular use. However, after 100 years, the condition of
the books has deteriorated and continued use has only accelerated
their decay.

“All of our expectations associated
with this project have
been fulfilled, particularly the
archiving of the documents
without restricting use and
delivery of the best possible
service for readers who need
access to these valuable
materials.”
Irina Skorikowa
Consultant Information and
Library Department
Russian Ministry of Finance
Objectives
The Ministry of Finance desired a convenient system for archiving
its most valuable works in electronic form. Implementation partner
ProSoft-PC (ELAR Corporation) was contracted to digitize these works
and then establish an electronic database using the SAPERION document
management system.
Strategy
The ministry required a reliable and straightforward way to electronically
archive its collection of valuable works and make them permanently
accessible to visitors. In collaboration with SAPERION,
implementation partner ProSoft-PC scanned and digitized documents
and integrated them into an electronic library system in PDF format,
thereby facilitating operational access. SAPERION also makes it easier
for visitors and employees to find and simultaneously use archived
documents.
Implementation
As the system was launched, book search profiles were configured
with keywords such as author, title, and year of publication. To simplify
searching, directories were created to enable selection from a complete
list of authors or book titles.

Case Study
In the next step, ELAR scanned and digitized valuable books directly in
the library. The books were converted to electronic form using ELAR’s
“Planscan” professional color scanners of the C and A2Z series. This
effort resulted in more than 215,000 images in PDF format as well as
a register directory.
These resources were loaded into the SAPERION document management
system. The automated ELAR HCM 7000 library for optical
data carriers facilitates long-term storage and was used to store the
material.
SAPERION also makes it easier for
visitors and employees to find and
simultaneously use archived
documents.
At the same time, a module for ongoing digital conversion of new
material was installed. This module contains a professional scanner
and a conversion system for digitizing books and placing them into
the electronic library system.
THE CHALLENGE
THE SOLUTION THE BENEFITS
+ + Preserve the unique and valuable
library collection of the Ministry of
Finance
+ + Implement a straightforward and
secure electronic library system
+ + Long-term archiving of electronic
data and straightforward access
for users
+ + Archiving of the unique, historical
library collection
+ + Implementation of the SAPERION
document management system
+ + Historical and valuable documents are
preserved for future generations
+ + Original documents are protected
+ + Functional and rapid access to electronic
documents via a variety of search options
+ + Multiple users can access the same
document simultaneously
The first result of the project was an accessible electronic stock with
750 rare and valuable books. By year 2008, an additional 2,000 books
had been archived electronically. Work areas in the reading room were
equipped with computers with the library program. Employees of the
library and the Ministry of Finance can also access the books in the
electronic collection through their computers.
All of the literature in the electronic library system is stored in PDF documents.
This gives library visitors the ability to quickly and easily copy
or print fragments of the electronic books.

Company Overviews
Ministry of Finance of the Russian Federation
The Ministry of Finance of the Russian Federation is responsible for consistent application
of financial policies and for providing general leadership in the area of national
finance. In addition, it serves as a major scientific and research center for information
related to finance, credit, and insurance. Documents with significant scientific and
historical value are retained in the library of the Ministry of Finance.
www.minfin.ru/en
ProSoft-PC
ProSoft-PC is a specialized company of professional solutions in the field of mass
scanning and processing of paper documents, archiving information, micrography,
the establishment and equipping of corporate electronic records and data centers.
ProSoft-PC was formed in 1992 as part of the ELAR Corporation. It develops innovative
information systems and technological solutions, offers and implements stateof-the-art
scanning and archiving equipment. As the most experienced provider of
related turn-key solutions, ProSoft-PC is involved in important regional and national
IT programs and projects.
www.prosoft-pc.ru
SAPERION AG
SAPERION is a European manufacturer of high-performance Enterprise Content
Management software for medium-sized firms and multinational corporations.
As a long-term partner of major global players, SAPERION AG exhibits a straightforward
approach to business, tremendous flexibility, and impressive reaction speed.
SAPERION’s mission is to bring organizations, people, and processes together so
they can react faster and reach better decisions in the dynamic markets of today.
Numerous global corporations in virtually every industry use SAPERION to improve
the quality of their products, increase customer satisfaction, lower costs, and gain
critical competitive advantages.
SAPERION (Switzerland) AG | In der Luberzen 19 | CH-8902 Urdorf-Zurich
+41 (44) 735 46 00 | international@saperion.com | www.saperion.com
We look forward to helping your
firm achieve its objectives.
Disclaimer: SAPERION assumes no liability for misprints or printing errors nor for incorrect or incomplete information.
V3/10-2013