Overview
West Nottinghamshire College, located in the heart of Nottinghamshire, has been a cornerstone of further and higher education in the region for many years. Established in 1947, the college offers a wide range of vocational and academic courses aimed at equipping students with the skills, knowledge and qualifications necessary to succeed in their chosen careers. With a strong focus on both traditional and emerging industries, the college provides training in fields such as engineering, business, health and social care, and creative arts.
Committed to fostering an inclusive and dynamic learning environment, West Nottinghamshire College boasts state-of-the-art facilities, expert teaching staff and a track record of supporting students from all backgrounds. With campuses across Nottinghamshire, the college is dedicated to offering flexible learning options that cater to both full-time students and adult learners.
The Challenge
The College’s HR department had accumulated a vast amount of paper records, with files stored across 60 boxes. Each document needed to be indexed according to the College’s existing filing structure to maintain organisation and consistency. The challenge was not only to digitise these records efficiently but also to ensure full compliance with their internal data management system. Additionally, the College required the assurance of secure handling throughout the entire process, from collection to destruction of sensitive documents.
The Solution
Upon accepting the statement of work, Key Digital began by collecting the HR files using secure, tracked, unbranded vehicles to maintain confidentiality. All files were logged into Key Digital’s internal tracking system and stored in a highly secure production unit, ensuring full control over the records. A sample set of documents was scanned, with full OCR searchability, to integrate seamlessly into the College’s existing document management system. After the sample was approved, the full set of 150,000 records was prepared, scanned and delivered digitally within four weeks of collection.
To complement the digitisation process, the College also utilised Key Digital’s secure document destruction service for the scheduled shredding and recycling of archive records that had surpassed their required retention period. This ongoing service ensures that any outdated or unnecessary paper records are securely destroyed, maintaining compliance with data protection regulations.
“We were extremely impressed with Key Digital’s professionalism and efficiency throughout the digitisation of the files. The collection process was seamless, and the indexing by employee made it easy to integrate into our system.
“The secure document destruction service makes our records management much easier. Key Digital’s team has been incredibly responsive and we’re confident in the quality of service they’ve provided.”
– Rachel Bown, Procurement Coordinator
Benefits
The digitisation project enabled the College to significantly reduce its reliance on physical records, improving access to HR documents and streamlining workflow. By using OCR technology, the College can now search and retrieve files quickly and efficiently, enhancing productivity and ensuring data is readily available when needed. The project was completed on time, with all records delivered securely within four weeks. Furthermore, Key Digital’s secure document destruction service provides the College with continued peace of mind, knowing that expired records are regularly and safely disposed of in line with retention policies.
This comprehensive service not only saved the College valuable storage space but also ensured a smooth transition to a more modern and efficient document management system, reducing administrative time and effort in the long term.