From banking bottleneck to efficient, outsourced hub.
Centralised archive management liberates data
access for Bradford & Bingley Group.

In its day microfilm was the darling technology for financial institutions - Saving the cost
and space associated with paper. The result? The creation of substantial archives of microfilmed information.

Better than paper it might be, but as with any physical media, the larger the archive the more cumbersome the system of management and retrieval...

... and that means another cycle of increased costs, delays and errors. It also means more and more space.

For Bradford & Bingley Group (BBG) the problem was compounded by an HQ operating from two sites. People travelling to find data rather than the other way round.

As for access to files for remote branch offices- it was a slow, frustrating experience, out of tune with modern business process and expectations.

An inefficient, expensive system using a redundant technology - it was time to find a better way of data management.

The need

• A centrally managed service that would provide all authorised staff members with fast and reliable access to data
• Eliminate the need for physical media and therefore physical movement of people and materials to and from HQ and branch offices
• Remove the need for viewing or printing equipment
• Deliver a service level to branch teams at least equal to those currently enjoyed only between the head office teams

The need was therefore to digitise the microfilm archive to make it easy to access and transfer directly to the requestor.

However the sheer size of the BBG archive meant that back file scanning (i.e. digitising the entire archive) was both impractical and too costly.

The solution

BBG chose to outsource the archiving function.

By tasking Capita TDS with the management of their archive, BBG ensured that all authorised staff would continue to access information as and when required.

• Microfilm securely stored at a Capita TDS facility and managed by a dedicated Capita TDS team.
• Capita TDS took full responsibility for the retrieval process - from receipt of the request, record location and extraction and its electronic delivery.
• On demand, Microfilm records are converted into an electronic image file, indexed to include policyholder details and transferred to BBG through a secure web link.
• The microfilm is then be returned to its original location within the archive.
• All new materials captured electronically are added to the database eliminating any future need for a microfilm record.
• Capita TDS offers a range of delivery options from a one-hour turnaround to next-day delivery.
• The service includes detailed management reports generated monthly - the number of records processed and the service levels achieved.
  

Today BBG enjoys faster, more efficient and cost-effective access to its microfilm library. It is progressively building a digital archive in the process and has saved time, space and disruption in the process.

65 million record available in as little as 60 minutes, regardless of location.

Technical/process details

• BBG staff request policyholder information via email.
• Following security clearance the record is extracted from the archive
• In the processing area the microfilm record is digitised.
• As the archive comprised both microfilm and microfiche a range of devices is used to convert the various microfilm formats.

Key services

• Ongoing management of an estimated 50 million microfilm records
• Service provided to wide user base in areas of Mortgage, Savings and Pensions
• Conversion of microfilm into searchable digital content
• Supply of data through secure web transfer
• Service provided in accordance with strict service levels

Key advantages

• Speedy and reliable access
• Centralisation of data
• Comprehensive data management
• Electronic distribution
• Ongoing secure storage
• Lower cost of management
• No reliance on unreliable and antiquated microfilm equipment