50 million paper documents across 44 sites
adds up to one big headache...

The issues

The staff time involved in manually indexing and retrieving data was significant, as was the space it absorbed, but the operational issues didn't stop there.

• Files or part files had to be manually located and retrieved, then physically transported between sites.
• With no electronic database, not only were files difficult to locate, there was no effective audit trail either.
• Access was a key issue, even if the file could be located, it could still only ever be in one place at one time.
  

Challenges and opportunities

DWP needed document retrieval, storage, delivery and tracking delivered as an efficient, cost-effective and scalable function.

The ideal? 50 million files across 44 sites correctly indexed, centrally stored and accessed by any authorised stakeholders instantly and efficiently, freeing staff and space and dramatically reducing response times.

The centralised service needed to work in the long term, so a strong, stable and security conscious partner was critical.

Finally, the DWP needed the right solution to be implemented correctly and quickly without any disruption to current activities.

The answer

Together Capita TDS and DWP team worked to transform the situation, creating a centralised Document Management resource centre at the DWP's Heywood site.

Capita TDS was tasked with storing, scanning and providing a retrieval service for all the 'excess' documentation;

• Nearly 40,000 boxes (1200 pallets) of archived information held at the secure Capita TDS storage facility in Darlington
• More than 60,000 archive files (over 9 million images) have been scanned.
• Capita TDS provides a full OCR service to all DWP libraries, converting their reports, booklets and other archive materials into fully searchable text.

A solution that demanded sophisticated scanning and indexing systems, advanced document management software, extensive storage space and expertise in depth.

Capita TDS was able to demonstrate all of these qualities. More than this, the company could also point to the strength, size and stability of belonging to Capita PLC, the UK's largest outsource specialist.

Uncompromising efficiency, uncompromising service and complete peace of mind.

Technical/process details

• Every day all DWP sites send documents to the main Heywood Document Storage Centre where it is sorted, scanned, indexed and stored.
• All overflow from this system is transported via secure courier to the Capita TDS Darlington site.
• Documents are sorted, stored and scanned in line with the DWP indexing system and added to the main Document Management system.
• As an additional service libraries send their archives to Capita TDS which are scanned, OCR'd and made fully text searchable.
  

Key services

• Fully Searchable OCR'd files
• Long term and short term box file storage
• Electronic Indexing
• Manual retrieve
• Scan on Demand

Key advantages

• State of the art on-site scanning
• Fully secure 24/7 CCTV and Swipe Card Protected Storage Centres
• UK's Leading outsourcing company