Introduction
Trinity College is one of the constituent colleges of the University of Oxford, with a rich history dating back to 1555. Trinity holds extensive paper records, including alumni documents that must be preserved, but also made more accessible and manageable in digital formats. As part of their commitment to modernising archives and improving document access, the College approached Key Digital to digitise a large set of historical alumni records.
The Situation
Following a request via Key Digital’s website by Sue Broers, the Director of Development at Trinity College Oxford, an initial contact call made it clear that Sue was serious about progressing with the project and needed a realistic cost estimate to support her budget planning for the upcoming academic year.
The project would involve:
- A 5-drawer filing cabinet filled with documents
- Approximately 8 folders per drawer, totalling around 350 individual alumni records
- Each alumnus’ documents to be scanned into a single PDF file, indexed by name (approx. 25 characters per index)
- Collection of documents from Trinity College, Oxford
- Secure destruction of physical documents post-digitisation
- Encrypted digital delivery of final archive
The Solution
Following a detailed discussion and project briefing, Key Digital provided a cost estimate, which Sue confirmed was within her allocated budget.
The project detailing included the following:
- Secure Collection of the filing cabinet contents from Trinity College
- Professional Scanning & Indexing: Each alumnus’ record was scanned into a standalone, high-resolution PDF, named and indexed for ease of retrieval
- Data Security: All files were transferred via encrypted secure download, in line with GDPR and data protection best practices
- Confidential Shredding: Upon client approval, original paper documents were securely destroyed
Sue appreciated the clarity, professionalism and flexibility of our service – especially when she was in the early stages of budget planning.
“As part of our budgeting process, I was required to obtain several quotes for the digitisation of our alumni archive. From the start, Key Digital stood out for their transparency, responsiveness and clear understanding of our needs. The estimate was realistic, the process well-explained, and the level of care shown gave us complete confidence. We’re very happy with the results and would gladly recommend their services.”
– Sue Broers, Director of Development
Outcome
The digitised alumni archive now provides Trinity College with:
- Easy access to legacy records
- Reduced physical storage needs
- Improved compliance with modern data handling standards
- A future-proofed digital archive ready to support Development Office activities
Following the successful delivery of this project, we remain in contact with Trinity College for future digitisation and records management services.