Cambridge University Press

About Cambridge University Press

Cambridge University Press is the oldest printing and publishing house in the world and the oldest University press. Having successfully produced books since way back in 1584, Cambridge University Press has held its tradition of publishing the Bible for more than four centuries!

With the aim of ‘unlocking potential with the best learning and research solutions’, Cambridge University Press provide academic books, academic journals, Cambridge English materials, education resources for schools, Bibles and more.

The challenges

After engaging with Cambridge University Press, we were able to identify the challenges they faced and what needed improvement. With such an extensive range of content, our clients needed a clear and organised system that made searching for specific information simple, easy and hassle free, whilst keeping their data secure and professionally managed.

The challenges identified:

• Large volume of documents to manage
• Time consuming searches
• Variation in contract terminology
• Taking too much of premium office space

 

Project aim

To support the creation of an electronic document management system to operationally replace the current paper ‘contract archive’ at Cambridge University Press.

No one wants to scroll endlessly to find a single piece of information and by supporting the switch to an electronic document management system, we could provide Cambridge University Press with the ability to categorise contract types, utilise an organised filing system, search for specific contract data and manage new contracts as and when needed.

Scope of work

Whatever the document, we can scan it and provide professional data capture and digital document managing. However to help create an electronic document management system for Cambridge University Press, we needed to fully assess the scope of work to understand the requirements and size of the project.

With an estimated 200,000 contracts and permission documents, and around 1.5 million pages to be scanned at the document level, this was a large-scale project that required specialist handling and scanning of a whole host of documents. Ranging from historical and nonstandard sized documents, we needed to arrange back to back collection to avoid any gaps and delays, whilst arranging the removal of documents from archive rooms, cabinets and cupboards into securely organised boxes.

With an estimated 200,000 contracts and permission documents, and around 1.5 million pages to be scanned at the document level, this was a large-scale project that required specialist handling and scanning of a whole host of documents.

Once the documents were boxed and arranged accordingly, dedicated and secure transport for the documents was required to reach our scanning facilities. At the scanning facility, documents would be sampled, tested and approved for the final proof of concept.

Our approach

With the aim of providing greater levels of operational efficiency, assurance and available space for Cambridge University Press, our approach was to put a project plan in place which developed around the department’s daily operations to minimise any administration and management disruptions. This also included an instant file recall service which allowed the department to request for any documents that have been collected for scanning. To ensure smooth running of the project and consistency a dedicated team of preparers, scanners, data capture and project supervisors were allocated. Prior to embarking on the whole project, small samples were collected to create a proof a concept for the final prototype which was presented to the CUP team for their approval. The prototype allowed the team to visualise the final digital images and it proved very useful to further fine tune the scanning and metadata specification.

As the CUP technical team was working on having the documents imported into Microsoft SharePoint document management system, our in-house technical department further re-configured our processing systems to extract and supply data in a format that was easily transferable into Microsoft SharePoint.

This provided the CUP team even with a greater confidence in Pearl Scan’s operations and technical abilities and this helped to kick-start the project on time. Both teams worked together in synergy to deliver the required objectives. Working in collaboration with the CUP management and technical teams allowed the project to be completed on time and within budget.

How we achieved this:

• Clear and thought through project plan
• Engagement with all client team members with on-ongoing collaboration
• Accelerated programmed of scanning
• Automation of indexing to avoid duplicated efforts and costs
• Customisation of cover and title sheets for accurate metadata creation
• Barcoding of documents to assign a unique reference number
• Intelligent metadata capture to XML and CSV
• Future proof data for Microsoft SharePoint import

 

Compliance with BIP 0008 and 0010

Here at Pearl Scan Solutions, we fully understand the requirements of BSI BIP 0008 and BIP0010 to ensure that electronic documents can be accepted as legal evidence. This was particularly important for our client as they hold contractual information.

Going forward

With the best value solution for Cambridge University Press, the digital library of documents has provided numerous benefits that have future proofed our clients’ data and business. With instant access to documents, flexible search functionality, easy reporting and auditing; Cambridge University Press is now at the forefront of digitisation and has the assurance that all documents are securely managed and safe.

Not only does the management of documents provide improved functionality, but it also saves huge amounts of time, space and money, enabling staff to be more productive and efficient. With a full structure and indexed digital library of all contracts and permission files, Cambridge University Press can be confident that its business can flow seamlessly in line with digital technology.

Not only does the management of documents provide improved functionality, but it also saves huge amounts of time, space and money, enabling staff to be more productive and efficient.

Here at Pearl Scan Solutions, we also provide on-going benefits such as:

• End-to-end project management
• Weekday technical support and advice
• The option to store and/or shred your documents directly with us
• An accelerated programme to exceed your time frame expectations
• Quality that is proven, referenced and you can trust
• SharePoint document upload and support

If you would like to find out how we can help your organisation with scanning and creating a digital document library contact us and we will be happy to answer your questions.