Overview
Greenhead College is a leading sixth form college located in Huddersfield, West Yorkshire, renowned for its outstanding academic performance and commitment to student success. Consistently ranked among the top sixth form colleges in the UK, Greenhead offers a wide range of A-Level courses and enrichment opportunities designed to prepare students for higher education and future careers.
With a strong reputation for excellence, the college supports over 2,300 active students, providing a high-quality learning environment that fosters achievement, personal growth and community engagement.
The Challenge
Before the implementation of the Key Digital solution, Greenhead College struggled with a fragmented and labour-intensive approach to document management. The college relied heavily on physical storage for a wide variety of records, including student files, HR documentation and financial records.
This led to several issues, including time-consuming manual scanning processes, duplication of efforts and challenges with retrieving documents quickly. Furthermore, the college’s existing system for managing both hard and electronic records did not fully support compliance with data security and retention requirements, making it difficult to ensure that documents were stored securely and were easily accessible when needed.
The Solution
Key Digital provided a comprehensive solution designed to modernise Greenhead College’s document management. The DocuWare software was configured to meet the specific needs of the college’s diverse departments, enabling efficient scanning, indexing and storage of both hard and electronic records.
The solution incorporates a cloud-based document management system that ensures all records are centrally stored, making them easily accessible across the organisation. Custom automated workflows were implemented to manage records from day one, with processes in place to handle documents as they enter the system or reach the end of their retention period. This automation not only reduces manual intervention but also improves data accuracy and efficiency across the college’s operations.
“The solution from Key Digital is exactly what we need to reduce the overwhelming amount of paperwork in our small HR office. It will massively cut down on manual admin, free up space and help us get our new team members up and running efficiently. I’m looking forward to getting it in place as soon as possible.”
– Jess Norcliffe, HR Manager
Benefits
The implementation of the bespoke DocuWare solution has delivered significant improvements across multiple areas for Greenhead College. Key benefits include the elimination of duplication and manual scan processing, which has drastically reduced the time spent on document handling. With all records now stored in a centralised system, document retrieval is faster and more efficient, freeing up valuable time and space previously dedicated to physical storage.
The solution has also enhanced records retention management, ensuring that documents are retained according to compliance guidelines and can be securely disposed of when necessary. Additionally, the transformation of document capture, storage and retrieval processes has improved data security, ensured compliance and allowed the college to operate more effectively, ultimately leading to improved productivity and efficiency across the organisation.