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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.”

Moving Office?

Lady carrying boxes in office
Document scanning can reduce office moving costs.

Are you planning to move office in 2019, then make sure you’ve got ‘Call Quantor’ on your ‘moving to-do’ list? We can help you maximise the space in your new office by scanning and digitising your paper files before you move.

That way, you’ll reduce your moving costs, but you’ll also negate the need for archive boxes and filing cabinets as all your documents will be safely stored electronically, for easier access.

Get in touch for a free, no-obligation chat to talk about your pre-move scanning project.

The Golden Age of Paper!

Lever Arch FilesIs your office still celebrating the golden age of paper? Do you still have lots of filing cabinets, lever arch files and archive boxes? If so, have you thought about taking advantage of modern technology and storing all your documentation electronically instead?

You’ll save SPACE (less filing/archiving room required), save TIME (searching through paper files and on other paper-based admin), save MONEY (as we all know time is money!) whilst safeguarding and protecting your valuable information.

The team at Quantor can help you move your documentation into the 21st Century, whether you need assistance with project management, document scanning, sorting, shredding and/or storing.

Just give us a call for a no-obligation chat to discuss how we can help you to modernise your filing.

Document Management for the 21st Century

Whilst many businesses still choose to store some of their most important documents in paper format, the reality is that it’s no longer the most secure method of storage.

Lever Arch File

These days, the safest way to store information is electronically, using a professional back-up system to ensure the information stays safe. That’s why companies are choosing to have any important paper information scanned to transfer important documentation from perishable paper to more permanent PDF’s.

Keep your information safe.

Quantor is helping many organisations better manage their data by scanning documents to create online versions that are more secure and easier to access.

Whether it’s HR files, receipts, gift-aid applications, large-format drawings or legal documents, just give us a call to find out more about how Quantor can help you digitise the information from your analogue folders.

Archive Scanning Service

Archive Scanning Service – A Case Study

Quantor’s archive scanning service is as relevant today as it was over 10 years ago.

Archive Files
Archive Files

The difficulties that organisations face managing their paper records is the same today as it was then.

Over the intervening years the archive scanning service has scanned many millions of documents for an eclectic mix of customers that all had problems like the ones faced by the British Geological Survey way back in 2007.

The Quantor’s tried and tested archive scanning service is still providing this essential service to its customers across the UK.

To find out more about the archive scanning service then click here.


 

The original article is featured below:

Paper is a particularly easy material to damage or destroy. Yet in many institutions, paper records continue to be the only records in existence.

This was the situation for many of the reports held at the British Geological Survey (BGS).

Geological Map Illustration
An illustration of a geological map

The British Geological Survey, a component body of the Natural Environment Research Council (NERC), is the nation’s principal supplier of objective, impartial and up-to-date geological expertise and information for decision making for governmental, commercial and individual users. The BGS maintains and develops the nation’s understanding of its geology to improve policy making, enhance national wealth and reduce risk. It also collaborates with the nation! and international scientific community in carrying out research in strategic areas, including energy and natural resources, our vulnerability to environmental change and hazards, and our general knowledge of the Earth system. More about the B GS can be found at http://www.bgs.ac.uk .

Almost 15 million documents are stored in the National Geoscience Data Centre at the headquarters of the BGS near Nottingham, including charts, maps and geological reports dating right back to the BGS’s inception in 1835 and before.

The storage of these documents is taken very seriously and is a priority for the National Geological Records Centre and the Information Delivery team at BGS. State-of-the-art fire prevention and gas extinguishing systems are m place. Because of this, the BGS applied for funding to scan the documents – starting, of course, with the most valuable ones. BGS was embarking on what would become, in every sense, a major operation. Many of the files are, quite literally, unique.

An Insurance policy valued at £2,000,000, was taken out simply to cover the transportation of the documents from the BGS to the scanning company, Quantor, in Brownhills, Walsall.

Once there, specialist equipment had to be brought in to handle the documents. Many of the charts and maps are too large to be handled by conventional scanning equipment. A large format scanner was therefore installed. The material had to be very carefully handled, since no damage could be allowed to occur during the scanning process. Security was tight. This was for two reasons: firstly, for protection of the documents and secondly, because many of the documents were commercially confidential. With deadlines tight, shift work was introduced with two teams of people working extended hours.

In all, Quantor scanned and indexed around 425,000 documents and drawings in this first stage of the scanning process in a time-frame of just eight weeks. Quality control was stringent throughout. BGS staff members individually checked a sizeable proportion of every batch and have yet to find a single error.

Indeed, the overall quality was so high that the BGS has vacuum—packed all of the original documents so they can put these into secure storage. From now on, they will rely exclusively on the scanned versions. Better still; the scans are now also being made available online. They will be available at any time to academics, students and professionals. Geologists can even open them up on their laptops when they’re out working in the field.

Rod Bowie, Manager of The National Geological Records Centre at BGS, said: “As a public body, we have a specific duty of care regarding these records. The reports are still in daily use and are highly valued – the geology of a country changes little over the years. The reports cover all aspects of BGS work both in this country and abroad. The information in these reports took many months or even years to compile. Scanning them and making them available online is a huge benefit to the BGS, commercial and government organisations, and the public, both for practical and educational reasons.

And why was Quantor chosen to do the job?

Mr. Bowie explained: ” We had a very rigorous tendering process, eventually leading to a short list of six contenders. Each of these were given a sample batch to scan and the results were compared against an extensive set of criteria including quality of scan, accuracy, alignment, compression and so on. As well as this technical assessment, we also looked at the company Itself, including its security, data handling and storage systems and overall quality control. Quantor gave us immense confidence in their ability to handle the job successfully”.

And would they consider using Quantor again? “Yes, when BGS receive funding in the future, Quantor will definitely be considered for the work”.

Contact Details:

Rod Bowie
British Geological Survey
Kingsley Dunham Centre
Keyworth
Nottingham
NG12 SGG

Tel: 0115 936 3100

http://www.bgs.ac.uk