Space is precious, time even more so. How to
save more users more time, enhancing their
access and saving space into the bargain.

The issues

Most library index catalogues consist of many thousands of cards stored within the library. That means valuable floor space that could be better employed.

Space aside, is a paper card really the best way to provide the widest and quickest access to users in the modern world? We all know the answer.

That's why the University of London and the University of Birmingham looked for a 21st century alternative.

Challenges and opportunities

We live in a world in which time, space and security are key issues - there's no place for technologies and systems that obstruct, frustrate or entail risks.

The digital age has brought us all to expect the immediacy, clarity and efficiency of instant answers and intelligent cross-referencing.

The question faced by these two universities was how could they achieve these benefits affordably, with the minimum of risk or disruption.

The answer

The answer of course, is to digitise the card index, delivered to users via Electronic Document Systems;

• Capita TDS collected the card catalogues using it's dedicated, secure transport
• At the Capita TDS scanning facility, technicians used a range of advanced scanners able to deliver high volume scanning of incredible accuracy
• The quality control team checked the every digital image for quality and completeness
• The digital images were then ordered into individual folders reflecting the original draw structure
• On completion the digital images were supplied back to the universities, uploaded to their servers for browsing via the web-based application.

The digitised files were, for the first time, fully searchable, open to multiple users at any one time, and at anytime, day or night that suited them.

Both universities have now freed staff time and significant physical space whilst making the university catalogue, universally and efficiently accessible.

Technical details/process

• Capita TDS and the client reviewed existing library card catalogue and evaluated future needs
• Capita TDS collected the cards using its own dedicated transport
• Library cards booked into our production control system
• Testing and sampling of cards for sign off by client
• Scanning commenced
• Quality control and indexing completed
• Images supplied to client for final sign off
• Images uploaded onto client servers or hosted via CDTS hosting service "retrieve"
• Completion of project
• Index cards returned to client or securely destroyed.