The Situation

A midstream company engaged Percheron to deliver a turnkey records imaging and digital conversion solution. The client shipped multiple boxes of physical Right-of-Way (ROW) records to Percheron’s Katy, Texas office with the objective of modernizing legacy documentation.

The client needed to convert historical paper records into searchable, indexed electronic files to improve accessibility, preservation, and long-term data management while maintaining strict control over original documents.

The Strategy

Percheron implemented a comprehensive, end-to-end document conversion process designed to ensure accuracy, security, and traceability at every stage. Trained staff prepared all physical documents by removing fasteners and organizing records according to defined index criteria.

Records ranging from standard letter size to large-format materials were scanned using production and engineering-scale equipment. All documents were converted to OCR-enabled PDF files to support full search functionality. Each image underwent rigorous quality control, including page-to-image comparison, to verify clarity, completeness, and compliance with specifications.

To maintain document control, records were processed in structured batches with documented sign-offs. Digital files were named using client-specific conventions, incorporating folder IDs, grantor information, and legacy identifiers. Original documents were securely tracked throughout the process, with documented chain of custody maintained during shipping and storage.

The Success

Over a five-month period, Percheron successfully scanned and indexed 4,734 document files from approximately 118 boxes of physical records. The team managed a wide variety of document sizes and conditions while maintaining high standards of quality, accuracy, and traceability.

Original documents were securely returned via FedEx with full chain-of-custody documentation. Digital images and index data were delivered to the client through secure FTP transfer. The project demonstrated Percheron’s ability to execute large-scale document conversion initiatives with precision, operational control, and consistent, auditable results.