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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.

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.

GDPR Paperwork Review.

GDPR File
GDPR File

Since the introduction of GDPR, many companies are reviewing how they manage their paper records.

How they are stored, how they accessed and the safety and security of this vital information.

For years, documents of value have sat in drawers unattended, or have been stored away in files or archive boxes – but now they need managing.

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

Get in touch for a no obligation review of your archive 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

Donorflex Gift Aid Scanning Partnership

April 2009 was a very important date for Quantor. That was the date that the partnership between Quantor and Donorflex was announced and we are pleased to say it is still going strong. At the time Gift Aid was a very important revenue source for charities and it still is today.

During the intervening years over half a million Gift Aid documents have been scanned and safely archived, helping charities to manage their donor records and comply with HMRC rules.

To find out more about the Gift Aid scanning service click here.

Here’s the  original announcement:
Birmingham-based software specialist Care Data Systems and Quantor Scanning have joined forces to make life simpler all round for the fund-raiser and the taxman.

CDS’s donorflex system is used by 200 UK charities to run their entire operations, from recording donations through to running events and campaigns, and managing staff, stock and communications.

Its developers have created a special process for users to feed information about Gift Aid claims to Quantor, which scans original documents and returns the information on disk ready for importing back into donorflex – doing away with the piles of paper and cumbersome filing systems.

“We’ve been working with charities to scan their Gift Aid records since the middle of 2005 and we’ve been very focused on providing a quality service at a very affordable price,” says Quantor managing director Clive Dunkey. “During our discussions with charities, the name that came up over and over again was donorflex”.

From the start of discussions, the emphasis has been on how we can work together to provide donorflex customers with the right tools to manage their Gift Aid donations efficiently, without the need for expensive upgrades or bespoke software.

“I’ve been very impressed with the professionalism demonstrated by everyone I’ve met at Care Data, and the friendly way they conduct business, so I’m absolutely delighted that the relationship has developed, and the whole team at Quantor is very excited about the opportunities this opens up.”

CDS became a leading software supplier in the not-for-profit sector after emerging as part of the Acorns Children’s Hospice project in 1987. Acorns remains a cherished client in an impressive list that includes organisations like Symphony Hall, Crimestoppers, Sustrans, Quarriers, Reprieve and Blackpool Fylde & Wyre NHS Trust.

Managing director Brian Todd is equally pleased to be working with a partner that shares the same values as its many clients across the widest range of charity sectors. “We believe that in excess of £800m is processed using donorflex every year, and our objective is always to ensure clients can maximise every penny that comes through the door,” he adds. “Our close relationship with Quantor will undoubtedly be a huge benefit to causes across the country. Clive and his team are our kind of people – we know our charities will enjoy working with them too.”

Forms Data Capture – Helping a Hospice with GDPR Compliance

The introduction of the GDPR is getting closer by the day and there’s a lot of work going on right now to get permission from hospice supporters for continued contact after the GDPR introduction date on May 25th, 2018.

One hospice that we have been working with has tackled the problem by sending all their supporters a short survey inviting them to respond with their contact preferences.

Quantor’s role has been to help with the design of the form, set-up a dedicated PO Box for the responses, receive the completed forms and then scan and automatically capture the data from each form to provide a data file to update the Hospice’s donor database. Images have also been provided in PDF format so that each supporter record has a copy of the completed form attached.

Forms Design
Working with the Hospice, several versions of the form were tried out before the final version was agreed.

The form is made up of areas for an email address and telephone number, as well as tick boxes for preferences and there is a free text area for any additional comments.

An important part of the form is the data matrix barcode which is printed on it to identify the sender of the survey form so that it can be linked back to their record in the Donorflex database.

PO Box Service
A dedicated PO Box was set-up with the Hospice name in the address. The responses were delivered directly to Quantor via the PO Box for the scanning and data capture process.

Each day the Royal Mail delivered the completed survey forms, which were logged and then scanned to capture the data.

Forms Processing
Using special forms processing software, the information on the forms is converted to a text file that is used by the Hospice to update its supporter’s preferences.

When all the work for the day is completed the PDF images and the database records are ready for importing to the Donorflex database.

Further Information
If you would like to know more about the Quantor forms processing and data capture service then please contact us.

GDPR… What does it all mean?

Does your organisation deal with the general public? Do you keep data about the people that you deal with in paper or digital format?

If the answer to these questions is yes, then it is likely that the GDPR could have a significant impact on the way that your organisation goes about its business.

First and foremost is that the GDPR means that confidentiality and security of information will become paramount, if that isn’t the case already, and the information in paper format will be treated in exactly the same way as digital information. Encrypting digital data from now on will be the standard way to operate but securing information held on paper may be more problematic.
Data should only be kept for as long as it is needed.

The people that you deal with, what the regulations call data subjects, will have a right under the new legislation to have access to information that is held about them and if it is wrong in any way, then they can have it corrected.

People will also have the right to be forgotten, and a right of “data portability”. In other words, take their information out of one system and transfer it to another, for their own benefit.

The regulations also say that people should be provided with the information in electronic format, within 4 weeks of a request being made, and by the way, the person requesting the information will not have to pay.

Organisations will also have to demonstrate that data is only kept for as long as it is needed. How long that is will depend on the organisation but it will have to be justified when systems are audited.

These new individual rights could add a substantial burden to any organisation that stores information about their clients and if that information is paper based then that could make the job a whole lot harder.

So, what is required to satisfy these parts of the new regulations? In simple terms it’s a secure, efficient system to handle requests from people about the information that is held about them.

The system should also be able to track and control requests from people to ensure that deadlines are met, with notifications and alerts about any underperforming areas so that they can be addressed in a timely manner.

Paper documents will need to be converted to digital, either at the time of the request or beforehand to satisfy the requirements of providing the information electronically.

If you need help with making your document management systems GDPR compliant then please get in touch.

To read the full details of the GDPR the information is available on the ICO website:
https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/