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Has your Gift Aid scanning lost its Edge?

It has been reported that users of Blackbaud’s Raisers Edge have been given only a matter of a few days’ notice that they will have to find a new supplier to scan and host all their gift aid forms. This leaves their charity customers struggling to find an alternative supplier.

Many are turning to Quantor, whose proven Gift Aid scanning service has helped a host of charities, to bridge the gap. With over 80 charity customers, Quantor has years of experience and is well placed to assist customers looking for a cost effective, professional scanning service.

Simon Pott, Quantor Sales Manager said, “as a major Gift Aid solution provider, we can offer a seamless transition to our on-line platform for all those people that are looking for a new home for their donor’s gift aid forms”.

Please see our Gift Aid Scanning Service for more information or contact us today .

GDPR Starts to Bite

The GDPR deadline last year resulted in many companies reviewing how they manage their paper records with regards to storage, access and security.

One year on and some businesses have lost impetus in focusing on this, but one thing’s for sure, the Information Commissioners Office hasn’t!

Key GDPR Words
Key GDPR Words

Recent news articles are showing that the ICO is still keen to crack down on any businesses that don’t comply for example: https://ico.org.uk/about-the-ico/news-and-events/news-and-blogs/2019/07/ico-announces-intention-to-fine-british-airways/ .

For the businesses that contact Quantor, the areas that people are worried about the most include the storage, distribution and security of paper documents containing sensitive information.

Paper documents can be more vulnerable than digital ones, putting an organisation at risk of a data breach. In addition, data within paper is much harder to find, so GDPR’s rights to ‘be forgotten’, ‘right of access’, right to rectification’ and ‘right to restriction of processing’ are more difficult to comply with “without undue delay” when dealing with paper, than if all your documents were stored electronically.

GDPR sets down strict guidelines about data retention, to ensure organisations only keep data as long as necessary.

If your sensitive data is stored on paper, it’s quite hard to arrange and implement schedules for when data should no longer be kept. With digital documents however, data retention is far easier. It’s even possible to set rules and reminders as to when data should be reviewed.

The great thing about digital documents versus paper documents is that the online versions can be secured with passwords and made more secure with regular back-ups. Paper on the other hand, isn’t very secure, is easily lost or stolen, and has no back-up facility.

That’s why many businesses are converting paper documents into data to store all important and sensitive information online, in the form of fully searching PDF’s.

If you still have documents of value sat in drawers or stored away in files or archive boxes, now’s the time to review them again.

We can help you review your documentation and suggest cost-effective solutions to scan the important information to convert it from paper into fully indexed PDF’s, helping you increase efficiency by saving time, money and space.

If you’re not sure quite how or where to start, then  Contact Us to find out more or give Quantor a call…

Document Scanning reduces Filing

Pushing paper around the office Man pushing a pile of papertakes much more effort than many businesses realize. Many businesses still rely on paper-based systems, often out of pure habit, even though paper is no longer the most efficient way.

Instead, there’s an alternative, more efficient way to run your business. It involves reducing the amount of paper to help you increase your productivity, decrease operating costs and gain more time and space.

With the evolution of office technology, turning paper into data is just common sense. Just think how much more space you’d have if you didn’t have endless lever arch files, filing cabinets and archive boxes around the office. And how much time you’d save on printing, filing, photocopying and trying to find that bit of paper you’ve lost!! What if everything you needed (including all documentation past and present) was easily accessible from your PC via fully-searchable PDF’s. How efficient would that make you? How much time and money could you save?

Correspondence, emails, reports, contracts, records and orders are the lifeblood of every business. The busier a business is, the more of these are produced. Business growth doesn’t just involve getting more customers, it also involves more processes and more paperwork. How all this information is stored, shared and managed can totally affect business efficiency, and ultimately the success or otherwise of a business.

Many of us would like to escape from the mountain of paper we all work under. What if all the information you need, current documents as well as archived files, could be readily accessed from your computer in the form of fully-searchable PDF documents, reducing the amount of paper in your business. Imagine how much time and money that would save?

Just think how much more office space you’d have if you didn’t need filing cabinets. If you’re thinking you might soon have to relocate to bigger premises or move things around to try to squeeze in another desk, then think again. If may be that turning your paper into data could give you the room that you need. How much space is current utilized with shelves of files, filing cabinets or archive storage? At Quantor, we make it easy to transform your paper into data, free up some space and make your business more efficient.

Take advantage of our FREE TRIAL or just give us a call on 01543 377266 for more information.

Langley House Trust – Case Study

Langley House Trust Logo

Langley House Trust works with people who have offended or who are at risk of offending. The Trust helps individuals to reintegrate into society, live crime-free and thrive.

During 2014, Langley embarked on a project to vastly reduce the amount of paper in the organisation. It planned to convert all its paper files into secure, searchable online documents that would be readily accessible when required via the Trust’s in-house SharePoint system.

After an in-depth tender process, Quantor Scanning Limited was selected as Langley’s scanning partner of choice. The project commenced in 2015, to scan and convert Langley’s numerous clients, financial and business files that were located at various destinations around the UK into digital PDF files. Due to the nature of the business, all documents needed to be treated with the highest level of security and confidentiality.

In order to tightly manage the available budget and offer the best service and value for money, Quantor Scanning worked closely with the Trust, utilising Quantor’s 18-years scanning experience to introduce some methodology that was able to accurately forecast and report each box’s scanning costs, based on document type.

Due to the history of some documents and stringent compliance requirements, Quantor and Langley also agreed some procedures where any documents identified outside of the original project scope were quarantined, until Langley’s management team could visit Quantor, to advise on how these files should be processed.

Once all the documents were safely scanned and checked, Quantor awaited a signed approval from Langley for permission to securely destroy all the original files and issued a detailed certificate of destruction.

Donald Graham (Head of Housing) and Jonathan Binley (ICT Manager) at Langley House Trust said: “The partnership with Quantor Scanning has been hugely successful. It was a large job for us to tackle. Quantor gave us the assistance and confidence we needed to get the project started and completed within budget. We have been really impressed with the commitment, flexibility and attention-to-detail from the team at Quantor throughout this whole process.”

Flexible Working Needs Flexible Document Access

Working on a trainLots of organisations now offer their staff some element of flexible working. Armed with laptops and Wi-Fi, it’s easy to work from anywhere, whether that’s at home, whilst on public transport or at a coffee shop.

Whilst flexible working has many benefits, transporting paper documents that may be needed to do the work isn’t so handy. Transporting paper documents anywhere isn’t ideal, as paper could get lost or misfiled when returned. Depending on the sensitivity of the information, lost or mislaid paperwork would be a security concern for organisations, especially since the introduction of GDPR.

At Quantor, we help businesses work smarter. By converting all paper documents into secure, easily accessible PDFs and hosting them online, means that all staff can access the information they need, when they need it without disturbing or inconveniencing any of their colleagues.

We’re offering a FREE TRIAL for businesses to experience the benefits of hosting their paper documents online. Just give us a call on 01543 377266 to find out more or Contact Us to find out more.