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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.

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.