Key Metrics
- 5,000 Boxes digitised
- 18 Regional offices – Nationwide collection service
- 2 Week timeframe per office
- 1 Secure portal – Files uploaded to SharePoint
The Challenge
The customer faced a significant challenge with a historical paper archive stored at their London headquarters and a national archive distributed across 18 regional offices.
The task was to execute a nationwide digital transformation project to collect, digitise and upload files from multiple departments, making them accessible to individual users. The ultimate goal was to achieve a paper-lite strategy.
Key Digital determined that the optimal solution was to introduce a comprehensive digitisation program, which was initiated in September 2022.
The Solution
Key Digital provided a collection service to pack and transit records across the UK to Key Digital’s bureau in Hoddesdon, Hertfordshire.
Following the relocation of archive boxes containing files, the digitisation process started. In total, there were estimated to be 5,000 boxes to be digitised, with a turnaround within a 2-week time frame for each office.
Once scanned, the digital documents were uploaded into SharePoint, a secure document and records management solution. This platform uniquely enabled the viewing and presentation of all documents, ensuring accessibility and streamlined management.
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: SharePoint provides robust security features, including permission settings, encryption, and compliance with regulatory standards.
- Improved Searchability: Advanced search functions in SharePoint make 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.
"The paper digitisation project was the jumping off point to transforming our headquarters building from a generic office into a modern, efficient workplace.
"By freeing up thousands of square feet of valuable floor space, which was choked with over 400 filing cabinets, we now have room for private booths and collaborative work spaces. The digitisation project has enabled the organisation to work more fluidly as staff can access documents from anywhere.
"Key Digital have provided invaluable guidance, support and advice throughout the process – from helping staff determine what they need to digitise, to packing up the documents and then delivering them back in an easy to navigate digital format.
"The fundamental way our staff work is now shifting as our reliance on paper becomes a thing of the past."
- Union Project Lead