The Surveillance and Vaccination Service, part of the Basque Government’s Public Health and Addiction Directorate, faced the challenge of converting a huge volume of historical handwritten vaccination records, stored only on paper in the Araba, Bizkaia, and Gipuzkoa offices, into digital format.
The context demanded a solution with significant operational and technological capacity to address:
- Documentary heterogeneity (multiple structures, qualities, and formats).
- The difficulty of interpreting manuscripts with variations in legibility and style.
- The proper handling of sensitive data, ensuring its protection and regulatory compliance.
- The need to translate recognized data from Spanish into Basque.
- Integration with official systems and public health regulations.
The development of a service was proposed that combined our operational capacity in document processes with the application of advanced Intelligent Document Processing (IDP) and Artificial Intelligence (AI) technologies to automate the process.
The process was structured as a comprehensive technology outsourcing service, including:
- Digitization and image enhancement: background recovery, noise removal, and automatic contrast adjustment for easier reading.
- Advanced handwriting recognition: contextual interpretation of incomplete or damaged texts using AI engines.
- Automation of the transcription process by up to 80%, reducing manual intervention.
- Automatic classification of 100% of documents, including non-standard structures.
- Reduction in processing times by 60% compared to traditional methods.
- Bilingual automatic translation (Spanish ↔ Basque).
- Data validation and enrichment through integration with official databases such as the INE.
- Ensure data quality with automatic double and triple validation mechanisms.
We transformed more than 5.5 million handwritten records into structured, multilingual data using AI technologies, automating 80% of the process and radically improving access to critical public health information.
- Intelligent BPO model, combining operational capacity with advanced automation.
- Effective application of AI to read, contextualize, and structure historical manuscripts.
- Significant reduction in time and costs in mass record management.
- High traceability and data quality, with automatic validations and connection to official sources.
- Real digital transformation of historical public health records, with secure multilingual integration.
