Key Metrics
- 350 personnel files
- 45,000 records digitised
- Optical Character Recognition (OCR)
- Secure destruction of originals
The Challenge
Lancaster City Council approached Key Digital with the requirement to digitise 350 personnel files and then destroy the remaining paper documents once uploaded to the secure cloud service.
The council had previously attempted to undertake this work themselves but the laborious process proved to be too time-consuming and draining of departmental resources.
The Solution
Key Digital was selected to undertake the work after providing a cost-effective and robust quotation for Lancaster City Council.
Key Digital’s collection team were able to swiftly box up and collect the files, transporting them to the Northern Region scanning bureau. Unbranded, tracked vehicles are utilised during collection in order to maintain confidentiality and security at this key stage.
In total, 44,188 images were scanned with the aid of Optical Character Recognition (OCR) to create text-searchable documents for Lancaster City Council to store in their cloud management system.
Once the digital files had been received and Lancaster City Council had completed their due diligence, the original paper files were securely shredded and certification of completion was provided.
Project Benefits
Files are now stored in a digital format in the agreed naming conventions resulting in the following benefits.
- Enhanced Accessibility: Documents can be accessed from anywhere with an internet connection, allowing for remote work and collaboration.
- Disaster Recovery: Digital documents can be backed up and protected against physical disasters such as fire or flood.
- Space Savings: Eliminating physical storage frees up office space previously occupied by paper archives.
- Increased Security: Robust security from hosting files digitally, including permission settings, encryption, and compliance with regulatory standards.
- Improved Searchability: Optical Character Recognition (OCR) scanning makes it easy to find specific documents or information within documents.
- Cost Savings: Reducing the need for physical storage, printing, and copying can lead to significant cost savings.