Key Metrics
- 45 boxes of confidential data
- 115,000 records digitised
- Optical Character Recognition (OCR)
- Secure destruction of originals
The Challenge
Park Holidays UK approached Key Digital with 45 boxes of confidential paper documentation in storage at their site taking up valuable space.
The ultimate goal of the project was to make the data more secure by storing it in a digital format where access to information could be limited according to department/job role.
The Solution
A collection service was provided to pack and transit the documents to Key Digital’s scanning bureau – unbranded, tracked vehicles are utilised in order to maintain confidentiality and security at this key stage.
Once transported to our secure hub, the contents of the boxes were assessed and preparation began. Following a trial batch scan of the documents, approval was granted from Park Holidays UK’s compliance team and the full project was underway.
In total, 115,071 images were scanned with the aid of Optical Character Recognition (OCR) to create text-searchable documents for Park Holidays UK to store in their cloud management system.
Once the digital files had been received and Park Holidays UK 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.