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Langley House Trust – Case Study

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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.”