How saving space and time, saved money
and worry too...

The issues

CSIPS had a lot of data. And that meant a lot of paper - 11 million pieces of paper to
be exact.

More to the point it was data that was frequently accessed by the CSIPS teams and always needed to be at hand. This raised a number of issues;

• The risk of deliberate or accidental destruction
• High levels of user-request traffic requiring 5 FTE teams to operate the file storage facility
• The regular loss of files once booked out of the filing library
• The fact that only one person can use the information at a time - which didn't 'fit' the reality of CSIPS operations
• The opportunity cost of tying up so much valuable space storing paper.

The need

CSIPS needed an answer that would bring their data storage and sharing into the 21st century. A solution that would end the frustrations and inefficiencies that paper-based systems inevitably put in the way.

But there were challenges during the scanning and archiving process;

• The files to be scanned were 'live' and in constant use
• The solution had to allow 100% access to these files at all times - up to 50 requests in any one day which would need to be returned to CSIPS within a set time frame
• For legal reasons the files could not be destroyed once captured electronically - 4,250 boxes would need permanent storage.

The solution

Capita TDS delivered an end-to-end solution from the logging and packing of boxes through to transportation, preparation of the files, scanning of the files, indexing of the files and upload of the files into Swordfish, our dedicated Electronic Document Management software.

Delivering against the project timescales and service levels agreements was
aided by three key Capita TDS advantages;

• The Capita TDS 'closed system' approach meant that, throughout the whole solution, no third-parties were involved - enhanced security and full control throughout every phase of the project
• As one of the UK's largest document management organisations Capita TDS was able to mobilise its large pool of experienced staff to work within the most suitable of our secure scanning facilities
• Cutting edge scanning technology sped the entire process without compromise to quality.

Within just 3 months, all 11 million files had been collected, scanned, archived and made available via web browser to CSIPS.

Today CSIPS is able to deliver instant access to any of these files via a web-based tool.

The hard copies are stored off-site freeing space and staff.

A modern, efficient approach delivering higher business efficiency, providing more secure data storage and saving time and space.

Technical/process details

• Capita TDS staff on site at CSIPS to log every file to a specific box. This file stayed with it's box throughout the process
• Every day Capita TDS transportation would collect approx 400 boxes from the client site
• Over 40 Capita TDS staff were involved in a 16-hour per day operation to process the work in the tight 3-month time frame
• Documents uploaded daily as a steady stream from the scanning facility directly into the client's EDM system - visible within hours of processing
• Throughout this process Capita TDS handled up to 50 manual file requests per day - allowing the CSIPS operation to run as normally as possible.

Key services

• High Speed / Quality scanning
• On or Off site
• Large Format Scanning
• Scan On Demand
• Backscanning
• End to end solutions