Case Studies

Education Sector
Peter Symonds College, Winchester, UK

Peter Symonds College is the largest publicly-funded sixth form college in the UK. It offers a broad choice of courses for 3,800 16-19 year olds mainly from the city of Winchester and its environs, but as some students board at the college, from UK forces schools abroad and the Falkland Islands. The main focus of the College is Advanced Level courses for full-time learners but there is also a smaller Adult Education site for part-time adult students.

The college keeps many kinds of records on students, staff, financial transactions, etc. Many of these have to be stored safely for six years after they have been closed and this resulted in the storage of many hundreds of boxes of old paper records. This gave us many problems such as:
 
  • Valuable space being wasted.
  • Protecting paper records from physical damage by water, fire, etc.
  • Controlling access to certain staff.
  • Physical movement and destruction of old records that were no longer needed.
  • Making sure that records retrieved were replaced correctly.
In the Spring of 2011 we wanted to redevelop an old out-building where most of our records were being stored. This would have meant relocating the records or trying to do the archiving in a more modern and manageable way. We decided to investigate the option of scanning the paper archives and invited several specialist scanning companies to visit and discuss the options.

We chose ProScan as they are a local company who seemed flexible, responsive and value for money. We ran a trial scan of a year’s worth of finance records and were very satisfied with the result. Since then we have had scanned some 800,000 sheets of paper covering seven years of student and financial records. ProScan collect the paper records, process them, return two CDs, and when we are satisfied with the results, they securely destroy the originals. We save the CDs in secure safes and make the records available in a managed and secure fashion to those staff who need and are allowed access.

This system saves us many hours of searching for old files and has released the building which is now being redeveloped as two new teaching classrooms for the college. The success of this trial means that we now plan to extend the programme to include other paper records in the college. We shall be continuing to use ProScan for this as we have been extremely pleased with their friendly and efficient service.

Charles Parish
Director of IT
November 2012

Life Sciences
Pall Corporation

Pall Corporation is a filtration, separation and purification leader providing solutions to meet the critical fluid management needs of customers across the broad spectrum of life sciences and industry.
 

The Challenge

Pall were planning to move into a new purpose built Centre of Excellence for their Life Sciences and Industrial Divisions at Harbourgate, Portsmouth. They had a large amount of documentation stored in filing cabinets in the various departments plus several hundred archive boxes of legacy information. There were also hundreds more boxes stored offsite in a temporary archive. They needed a solution to reduce their storage space, eliminate the need for offsite storage and make the records more accessible in terms of quick and easy retrieval.
 

The Solution

As an existing supplier to Pall Corporation for document scanning services, ProScan was consulted to help plan the imaging of what would eventually turn out to be approximately 1 million paper records. The format of choice was PDF as it met both the security and accessibility requirements of the company and was compatible with their existing systems. Working with each department in turn every document was scanned and indexed whilst at the same time providing a scan on demand service allowing users constant access to their records whilst they were offsite. The eventual benefits to Pall Corporation were clear, they would have:
 
  • Faster access to important company information
  • Increased security of sensitive documents
  • Reduced reliance on paper storage, lowering both space requirements and costs
  • Improved flexibility in distributing documents

Financial Services
Old Mutual Wealth, Southampton, UK

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.
 

The Challenge

Old Mutual Wealth (OMW) had a large archive of microfiche containing thousands of Life and Pension policies which still required regular access, as queries arose relating to the policies on a daily basis. The sheer size of the archive meant that retrieving and scanning these microfiche on demand was a very time consuming process. Furthermore, being the only copies of these valuable documents there was no backup to protect against loss. It was decided that the large scale digitisation of the microfiche was the best way forward.

A number of specialist scanning companies were invited to quote for the contract with consideration given to price, technical capacity and experience.
 

The Solution

ProScan Document Imaging Ltd was tasked with providing the solution which would involve the large scale digitisation of approximately 170,000 microfiche. Not only did this involve electronically imaging some 10 million pages, but also each file was indexed with the policy number and name of the member which was then cross referenced against a list provided by OMW. This painstaking methodical approach ensured that every single microfiche scanned could easily be retrieved simply by searching for the policy number.
 

The Result

Once all of the microfiche had been scanned and indexed, they were archived onto DVD before being transported on a weekly basis to OMW’s imaging department where they were imported into an existing document management system.
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