See records problems become controlled work.

How a National Regulatory Body Digitized 600,000+ Pages in Under 90 Days

A National Healthcare Regulatory Body, The Bahamas

This national regulatory body had accumulated decades of paper records — nursing licence applications, renewal filings, disciplinary records, continuing education documentation, and correspondence going back to the organization's founding. The physical archive had grown to more than 600,000 pages stored across multiple filing systems in different formats and states of organization. Critical records were difficult to locate and often required multiple staff hours to retrieve. Ageing documents were beginning to deteriorate. With growing regulatory requirements and an increasing volume of annual licence renewals, the organization faced a decision: continue managing a paper archive that was becoming increasingly unmanageable, or commit to a full digitization and transition to a searchable digital system. The additional challenge: the archive contained sensitive professional and personal information for thousands of registered nurses across The Bahamas. Any scanning or digitization process had to meet strict confidentiality requirements and ensure data remained within Bahamian jurisdiction.