Old Mutual Wealth, Southampton, UK what do they do?
Established in 2006 ProScan have become one the most respected document management and scanning companies in the south of England. ProScan combines its wealth of knowledge and experience in this sector to provide a comprehensive and highly secure scanning service to companies across the UK.
Old Mutual Wealth is a leader in flexible and tax-efficient long-term solutions through its clients’ and colleagues’ use of its innovative and purpose-built investment platform. The company is part of ReAssure, a leading closed book life insurance company in the UK with 4.3 million policies and c. £69 billion in assets under administration.
What was the challenge?
Established in 1845, Old Mutual Wealth has always invested heavily in accurate recordkeeping. Over the decades, the company’s archive of microfiche containing thousands of life and pension policies grew exponentially. The archive was in constant use as colleagues required information contained on the microfiche to deal with customer and regulator enquiries.
The archive was substantial in size. As a company which prides itself on its customer service, management were increasingly concerned about how long it took to locate and scan an individual microfiche among its collection and how that impaired efficient delivery of customer support.
In addition, the microfiches held the only copies in existence of clients’ life and pension policies and, if lost or damaged, the information stored on them was irretrievable.
Old Mutual Wealth’s management decided that the best way to protect their customers’ information and to provide quicker support to clients was a large scale digitisation project for which Proscan Document Imaging were invited to tend.
How did we help?
When we submitted our tender, we set out a plan for the digitisation of around 170,000 microfiche containing in excess of 10,000,000 pages of information. In collaboration with their team, we would index each file with the policy number and the name of the member then we cross-referenced each file against a list provided by Old Mutual Wealth.
In order to ensure accuracy, it would be necessary to take this painstaking and methodical approach so that the each policy could be identified quickly and accurately.
Following the award of the contract to Proscan Document Imaging, we scanned and indexed all the microfiches and archived them onto DVD. DVDs were sent once a week to Old Mutual Wealth’s imaging team who imported them into their existing document management system.