| Pass | Done | Remaining | % done | Recs/day |
|---|---|---|---|---|
| Key One | 60,500 | 35,500 | 63.0% | 1,184 |
| Key Two | 26,900 | 69,100 | 28.0% | 2,304 |
| Compare | 8,650 | 87,350 | 9.0% | 2,912 |
Recs/day is the pace required to finish this pass by the final due date.
| Pass | Yesterday | 2 days ago | 3 days ago | 3-day avg |
|---|---|---|---|---|
| Key One | 2,100 | 1,980 | 2,240 | 2,107 |
| Key Two | 1,540 | 1,610 | 1,480 | 1,543 |
| Compare | 890 | 940 | 560 | 797 |
| Total | 4,530 | 4,530 | 4,280 | 4,447 |
Projected completion comes from your measured throughput against the records remaining — it moves when production does.
| Pass | Done | Remaining | % done | Recs/day |
|---|---|---|---|---|
| Key One | 18,000 | 22,000 | 45.0% | 550 |
| Key Two | 9,600 | 30,400 | 24.0% | 760 |
| Compare | 3,200 | 36,800 | 8.0% | 920 |
Images for this project were provided by your team — there is no VDMS scanning pipeline, so the Scanning and Chain of custody tabs show indexing status only for Sunflower.
Demonstration portal — illustrative layout and sample data.
Imaging — scanning, tracked end to end
Each imaging stage from prep through scanning, image QC, rescans, and release — plus which books and film have been received and where they stand.
| Volume | Images | Scanned | Pending | Status |
|---|---|---|---|---|
| A-11 | 2,050 | 2,050 | — | Scanned |
| A-12 | 2,100 | 2,100 | — | Scanned |
| A-13 | 2,050 | 1,900 | 150 | Scanning |
| A-20 – A-22 | — | — | — | Not received |
| This batch | 6,200 | 6,050 | 150 |
Volumes marked "not received" are the ones we're waiting on from your office — they appear here the moment they're logged in at pickup.
| Item | Reason | Status | Age |
|---|---|---|---|
| A-13 · img 0412 | Blur — page curl at gutter | Open | 3 d |
| A-12 · img 0088 | Cut-off — oversize page | Open | 2 d |
| A-11 · img 0230 | Skew — corrected automatically | Closed | — |
Images are checked automatically on upload for blur, skew, cut-off edges, blanks, and resolution against the contract spec. Fixable issues are corrected and re-checked with the original kept; only the rest become rescans.
Images for this project were provided by your team — there is no VDMS scanning pipeline. 40,000 images received, indexing in progress.
Demonstration portal — illustrative layout and sample data.
Chain of custody
Every physical container — box, plan roll, cabinet — carries a barcode. Every handoff is one scan, and the scan writes an event with who, when, where, and any photos or signatures captured at that moment. This page is that log.
| Container | Type | Contents | Current status | Held since | Documents |
|---|---|---|---|---|---|
| BX-0042 | Box | Volumes A-11 – A-13 | In production — scanning | Jun 22 | Receipt |
| BX-0043 | Box | Volumes A-14 – A-17 | Received at facility | Jun 22 | Receipt |
| BX-0044 | Box | Volumes A-18 – A-19 | In transport | Jul 02 | Receipt |
| RL-0007 | Plan roll | Plats 2018–2020 | Returned to you | — | Receipt · Return receipt |
| BX-0031 | Box | Volumes A-01 – A-06 | Destroyed | — | Certificate of Destruction |
The contents column comes from the project scope, so the portal already knows which volume lives in which box. That mapping is what makes a priority retrieval a single lookup instead of a search.
| Event | When | Who |
|---|---|---|
| Pulled for priority retrieval — A-11 pg 435 | Jun 29, 10:02 AM | R. Alvarez |
| Returned to shelf after retrieval | Jun 29, 4:15 PM | R. Alvarez |
| Pulled for rescan — A-13 img 0412 | Jul 03, 8:31 AM | D. Okafor |
| Returned to shelf after rescan | Jul 03, 9:12 AM | D. Okafor |
A box that leaves the shelf for a rescan or a rush pull is never untracked — the pull and the return are custody events like any other.
On destruction projects the chain ends with a document, not a status. A container cannot be closed as destroyed without a certificate attached — either generated by VeriCore or an uploaded third-party certificate.
Demonstration portal — illustrative layout and sample data.
Priority scan requests
Need a document out of a box that's already with us? Request it here and it comes back scanned within 24 hours — with the clock visible the whole time.
Because the portal already knows which container each volume lives in, locating the document is one lookup rather than a search of the shelf. Submitting notifies the field crew and the VDMS manager at the same moment.
| Request | Container | Status | Result |
|---|---|---|---|
| Plat 2019-044 | RL-0007 | Delivered in 4h 10m | Download |
| Deed A-11, pg 435 | BX-0042 | Delivered in 6h 02m | Download |
| Plat 2018-012 | RL-0007 | Delivered in 3h 45m | Download |
| Deed A-06, pg 6 | BX-0031 | Delivered in 7h 21m | Download |
Delivered files stay downloadable from the request row, and the record shows exactly when the clock started and stopped.
Demonstration portal — illustrative layout and sample data.
You approve the sample
Before full production continues, review a representative sample against the source image. Confirm the names, dates, and document types, flag anything that needs a second look, then approve or request changes.
| Item | Defect | Root cause | Est. correction | Age |
|---|---|---|---|---|
| A-13 · img 0412 view | Blur | Page curl at gutter | Jul 07 | 3 d |
| A-12 · img 0088 view | Cut-off | Oversize page | Jul 07 | 2 d |
| A-11 · img 0204 view | Illegible source | Original document faded | — | 2 d |
| A-13 · img 0331 view | Low DPI | Scanner profile | Jul 06 | 1 d |
"Illegible source" means the original itself is degraded — the scan is faithful to what exists. Those come to you as a question rather than a rescan, because no amount of rescanning improves them.
Questions raised during production, with the page image attached, answered here. The answer becomes part of the permanent project record — so the same question is never asked twice, and the decision is documented if anyone asks later.
Before bulk production begins, one volume runs the full pipeline and you sign off on the quality standard in writing. Everything produced afterward is measured against that signed baseline — so "is this what you wanted?" gets answered once, at the start, on 612 images rather than 96,000.
Demonstration portal — illustrative layout and sample data.
Deliveries & acceptance
Completed batches with a manifest and checksums, flagged here the moment they're ready — and your acceptance recorded as a clean audit trail on both sides.
Prefer not to approve every volume? Your contract can enable auto-release after VDMS QC — the sign-off step is your choice, not a requirement of the system.
| Batch | Contents | Images | Status | Files |
|---|---|---|---|---|
| Delivery 03 | Volumes A-01 – A-10 | 20,480 | Delivered — pending acceptance | Manifest · Checksums |
| Delivery 02 | Volumes B-11 – B-20 | 19,940 | Accepted Jun 12 | Manifest · Checksums |
| Delivery 01 | Volumes B-01 – B-10 | 20,110 | Accepted May 28 | Manifest · Checksums |
Batches transfer over your existing secure channel; the portal is where the batch is flagged ready, where the manifest and checksum list live, and where acceptance is recorded. Checksums let your IT staff verify every file arrived byte-for-byte intact.
Accepting records your name, the date, and the batch ID. That record is the audit trail on both sides — and it's what releases the batch for invoicing, so there's never a question about what was billed or when it was accepted.
| Batch | Accepted by | Date & time |
|---|---|---|
| Delivery 02 | Jordan R. | Jun 12, 2026 · 2:14 PM |
| Delivery 01 | Jordan R. | May 28, 2026 · 10:47 AM |
| First article — Volume A-01 | Jordan R. | Jun 09, 2026 · 4:02 PM |
A correction is a new entry, not a rewrite of an old one.
Demonstration portal — illustrative layout and sample data.
Talk to your VDMS team
One shared channel for your projects — ask for an update, flag a priority, or confirm a delivery without chasing an email thread.
Demonstration portal — illustrative layout and sample data.
File transfer — send us files
Hand off image batches, source PDFs, or index corrections directly — no FTP set-up or oversized email attachments.
Demonstration portal — illustrative layout and sample data.
Invoices
Every invoice for your projects, with status and a PDF you can download anytime.
| Invoice | Project | Period | Amount | Status | Due | |
|---|---|---|---|---|---|---|
| WBC_06152026 | Bluebird | Jun 1 – 15 | $4,530.00 | Sent | Jul 15, 2026 | |
| WBC_05312026 | Bluebird | May 16 – 31 | $4,180.00 | Paid | — | |
| WBC_05152026 | Bluebird | May 1 – 15 | $3,920.00 | Paid | — | |
| WBC_05312026-S | Sunflower | May 16 – 31 | $2,640.00 | Paid | — |
| Line | Project | Qty | Accrued |
|---|---|---|---|
| Indexing — deed records | Bluebird | 22,650 | $2,265.00 |
| Scanning — deed volumes | Bluebird | 6,050 | $726.00 |
| Priority retrievals | Bluebird | 3 | $225.00 |
| Indexing — plat records | Sunflower | 9,400 | $940.00 |
| Accrued this cycle | $4,156.00 | ||
A running total from verified counts and your contracted rates. You see charges building before the invoice is issued — nothing on an invoice should be a surprise.
Demonstration portal — illustrative layout and sample data.