Introduction
Key Digital recently partnered with Murray Hall Community Trust, a medium-sized charity based in the West Midlands, to deliver a secure and efficient document scanning solution. The project focused on digitising highly sensitive records – including financial documentation and counselling notes – helping the Trust reclaim valuable office space and ensure long-term data preservation.
Murray Hall Community Trust provides a wide range of support services, including children’s therapy and counselling. With a remit to retain certain documents for up to 30 years due to regulatory compliance, the Trust faced a growing challenge: over 150 boxes of physical records were occupying much-needed space, and time was running short before major building work was scheduled to begin.
Situation
The Trust’s data included:
- Patient records from the Children’s Centre (684 records across 14 boxes)
- Children’s Therapy Service documents (77 boxes averaging 49 patient files each)
- Financial records and petty cash claim forms
Security, compliance and efficient indexing were critical, as the charity handles highly sensitive personal information. There was also the added pressure of a tight deadline – with building renovations due to begin in just three weeks.
Solution
Key Digital engaged early and effectively with the team at Murray Hall, building strong rapport from the outset. A tailored solution was presented, based on a transparent, metered pricing model and a comprehensive indexing strategy.
Key highlights of the solution included:
- End-to-end document scanning and indexing, including patient records and financial paperwork
- Secure chain of custody and GDPR-compliant data handling
- Competitive pricing for processing, with options for itemised returns where needed
- Quick turnaround: Collection scheduled within two weeks to meet the client’s building deadline
- Final approval for secure destruction of physical records post-digitisation
“Key Digital really understood our needs from the start regarding the sensitive nature of the data. As a charity, they managed to secure us with a discounted rate and the clear pricing structure made all the difference.”
– Debbie Bridgen, Finance and Information Governance Executive
Outcome
The Trust chose Key Digital over other providers, highlighting our professionalism, responsiveness and clear communication throughout the project. A seamless consultation process helped address the client’s concerns about indexing and security, resulting in swift approval from their leadership team.
Murray Hall Community Trust now benefits from:
- Significantly increased office space
- Long-term, secure digital storage of critical records
- Confidence in compliance with data protection regulations
- A trusted relationship with Key Digital for future digitisation needs
With digital transformation now underway, Murray Hall Community Trust is already planning future phases of scanning and digital working. Key Digital is proud to support its mission and provide ongoing solutions that combine security, compliance and operational efficiency.