Engagement: Secure onsite digitization + OCR + metadata enrichment
Focus: Accuracy, compliance, scalable record modernization to support digital migration
Techworks delivered a structured, onsite digitization program to modernize prioritized project files, drawings, and technical records for Suncor’s Commerce City Refinery Business Unit. By aligning to Suncor’s U.S. scanning procedures and document custody controls, Techworks produced trusted, searchable digital assets that improved content cleanup, increased data completeness, and supported migration into Suncor’s digital platforms.
The Challenge
Suncor managed a large volume of physical project documents, drawings, and technical records distributed across cabinets and storage areas. The records varied by size, condition, and business priority—requiring an approach that could deliver high quality while maintaining strict governance.
Key requirements included:
- Adherence to internal scanning and records retention standards
- High-quality imaging suitable for OCR and reliable data extraction
- Controlled handling of sensitive documents with clear custody practices
- Clear separation of records to retain vs. those approved for destruction
The end goal: create trusted, searchable digital records that teams could rely on for operational, engineering, and compliance needs.
The Techworks Solution
Techworks executed a structured onsite digitization initiative, aligned with Suncor Energy’s scanning procedures and custody controls, designed to scale across high volumes while maintaining accuracy and verification.
Scope highlights:
- High-resolution onsite scanning with daily optical verification
- Prioritized scanning of isometrics, project drawings, and technical records
- Large-format digitization for documents ranging from 18”–36”
- Coordination with local CCR and head office teams to improve migration completeness and content quality
High-resolution capture produced clearer images, improved OCR accuracy, and reduced the need for manual corrections by Suncor staff.
Methodology: Digitization & Enrichment Approach
Techworks followed a disciplined, end-to-end workflow to ensure quality, consistency, and searchability:
- Planning & Scheduling — Defined requirements, priorities, stakeholders, and scanning schedule
- Resourcing — Prepared workspace, scanners, software, and equipment for high-volume throughput
- Document Intake & Inventory — Logged, labeled, and tracked materials for control and traceability
- Document Preparation — Binding removal, minor repairs, page orientation for optimal scanning
- Quality Review (Pre-Scan) — Quality Lead verified readiness and standards compliance
- Scanning & Image Capture — Specialized software used to maximize image quality; secondary QA performed
- OCR Processing — Converted images to machine-readable text for search and accessibility
- File Naming & Coding — Standardized naming conventions for retrieval and consistency
- Metadata Integration — Added coded fields/metadata to improve indexing and discovery
- Digital Storage — Loaded files and metadata into designated electronic repositories
- Verification — Confirmed accuracy/completeness so critical information wasn’t lost or misrepresented
- Disposition Management — Returned physical records and classified them as retained, recycled, or certified for destruction per retention schedule and governance requirements
Outcomes & Benefits (Searchable OCR + High-Quality Digital Records)
Reliable data and a “single source of truth”
- Improved OCR accuracy through high-resolution scanning for more reliable text extraction
- Enhanced image clarity to support engineering review and contextual understanding
- Reduced risk of human error by minimizing manual correction and rework
Operational efficiency and productivity
- Streamlined workflows by improving scan quality and downstream usability
- Faster document processing via more accurate extraction and fewer exceptions
- Reduced redundant effort by limiting duplicate manual handling and repeated corrections
Future-proofing and integration readiness
- Better metadata extraction and indexing to support advanced use cases
- Readiness for machine learning and automated workflows as digital maturity increases
- Cost-efficient compliance support through improved document quality and accessibility
Better, faster decision-making
- Richer data capture from clearer scans
- Improved accessibility through searchable OCR content
- Stronger context and understanding via clearer content and structured descriptions