Key Metrics
- 12,000 – 15,000 documents per month
- Digital hosting platform
- Optical Character Recognition (OCR)
- Secure destruction of originals
The Challenge
Melton Foods, a division of Samworth Brothers, approached Key Digital with a requirement for collection and scanning of between 12,000 – 15,000 documents per month.
The company were looking to save space as they had amassed a large amount of technical papers for food products that had a minimum retention period of 3 years.
Melton Foods had begun to explore off-site storage as a potential option when Key Digital introduced its digitisation service. While the majority of the documents only needed to be kept for 3 years, they were sure that the storage capacity would keep expanding as more documents were added.
The Solution
A hosted site for storing and accessing the documents once they had been digitised was selected as the most effective method of delivery.
An initial batch of documents was collected and digitised as a sample and uploaded into Key Digital’s hosted site, and project sign off was swiftly approved by Melton Foods.
With 18 paper-heavy sites across the UK, digitising and hosting the documents in this way would prove to be invaluable as the ongoing service continues.
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.