Scanning and archiving for Local Councils and the Public sector
It is often the case that Council departments archive documents from projects or services which can result in filing cabinets full of paper files. Your department is likely to have documents stored which grow over time.
These council document types will often fall into that category:
- Area planning applications
- Building control and regulations
- Supplier invoices and accounts statements
- Housing records
- Service assessment and referral documents
- Clients personal information
- Human Resource/employee files
- Benefits paperwork
Paper files are exposed to risks of tearing and hazards such as fire and flooding. Not to mention misplaced or misfiled documents, studies show that on average 7.5% of documents are lost and 3% are misfiled.
Electronic scanning and archiving is a solution to this, it is a service which we have recently provided to local councils and Universities to help them manage their files in a much safer, easier and more efficient manner. By having your documents scanned in you can store them safely on CD’s or on a local network with security levels.
How can this help you?
- Look after all files on a network or CD and locate specific information using a simple text search
- You and your staff have instant access to documents without wasting time searching through paper files and cabinets
- Gain the plaudits first if the solution is implemented in other departments, most organisations will be taking this step eventually
- Applications are indexed and organised electronically which can be easily backed up
- Help the environment by reducing paper flow in the office
- Files are accessible from different locations with the ability to share relevant documents between departments or off site and security levels can be added for restricted access
Microfilm and microfiche are also kept by organisations in the public sector, these can prove tricky when trying to locate one particular slide from a reel of film. With our microfilm scanning we can convert this film into TIFF or PDF documents which you can search through at the convenience of your desktop.
To find out more about our scanning and archiving for local councils and the public sector call Pearl on 0161 832 7991.
