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Case Study

In 2018, this local authority based in Scotland, were implementing an Agile work flow throughout their business activities.

This resulted in combining smaller offices in to the modern council head quarters. Remote working and ‘hot desking’ was encouraged, which involved ensuring historical paper files were accessible on the Electronic Document Management System.
The Council were storing a vast array of historical Documents and Drawings from various departments in multiple locations throughout the district.

Combining offices, meant a significant reduction of space to store paper files. Therefore, a tender was issued to numerous companies to digitise their entire backlog paper system.

Quick Quote Tender

Quick Quote Tender

TRM were delighted to be awarded the contract after we submitted a quick quote tender.
As we had a vast amount of experience working with councils and the tendering process, we were able to submit our methodology as well as complete the detailed quote for works.

 Uplift Of Boxes

Uplift of Boxes

Our team liaised with the council project manager to uplift all files, drawings, and archive boxes within a timely and professional manner from several locations throughout the council area. Our van and staff collected over 2,500 archive boxes over a period of a week. Boxes were stored within our warehouse.

Preparation Of Files

Preparation of Files

Project was booked in to our job tracking system. Our staff began to prep files for scanning. Staples removed, torn docs repaired, unfolded and checked to ensure readiness for scanning process.
Each box was given an ID label and contents checked against supplied log sheet from client.

Document Scanning

Document Scanning

Using our market leading Kodak scanners, we scanned all paper from post-it notes to A3 dimensions to a colour PDF. Our quality systems ensured all documents were scanned to the very highest of standards. Each file was named / indexed to meet clients needs and OCR’d to improve search ability

Large Format Drawings

Large Format Drawings

Using market leading Colortrac drawing scanners, we scanned all drawings from A2 to A0+ dimensions to a full colour PDF format.
Quality and detail were crucial to the project, therefore scans at 300 dpi, indexed by several fields and with OCR made the scans fully searchable.

Confidential Destruction

Confidential Destruction

Once client had authorised shredding of all files, this was done to industry standard EN15713.
All data was also removed from our system to ensure no breach in data.
A Certificate of Destruction was provided to show that files were destroyed.

The Solution

The Solution

In excess of 2,500 archive boxes uplifted by our team from three locations. Various sized Documents, Drawings and Bound Books.
Over 2 million images prepared, scanned to PDF with OCR, indexed to meet client needs and data returned via encrypted DVD’s. All documents confidentially destroyed / shredded.