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A leading Business & Enterprise College in Berkshire has been a customer of Scan Film or Store Ltd for over three years.
Their initial requirement was to remove all archived financial records, stretching back seven years, prior to the relocation of the entire school campus to a brand new building close by.
Supplier invoices, cash reconciliations, paying in ledgers and a multitude of financial reports were boxed, taken from the College, collated and destapled before being scanned and indexed to their specific requirements. The scanned images were then output to a 500 Gb portable Hard Drive, split by financial year and then by folder contents. Scan Film or Store Ltd then embedded easy to use search and retrieval software into the resulting database to allow fast access to the frequently viewed records. The original documents were then securely destroyed by cross shredding and pulping.
The scanning project was later extended to include all staff HR/Personnel files and Pupil Leaver files plus the minutes from the Governor meetings and Head Teacher Reports. Records are now collected annually and the hard drive is updated and backed up onto a duplicate hard drive held by Scan Film or Store in their fire proof safe.
The outcome of the project was to provide immediate access for senior staff to scanned images of original documents using easy to access retrieval software via a desktop p.c.
“We dreaded having to move a large number of archive boxes of records to our new building where storage would be limited and could not dispose of the records due to our need to make frequent reference to them. Scan Film or Store Ltd provide us with a complete service from boxing and collecting the files in our storage area to the provision of a completed searchable database . We have been pleased with their practical, timely and cost effective approach and find the searchable database a real benefit to our busy staff. It’s also comforting to know that they keep a backup of all our data to provide us with essential business continuity should we lose our computer system. I recommend Scan Film or Store Ltd for all projects of this nature”
HAZEL LAMBERT, FINANCE MANAGER
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