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DOCUMENT SCANNING FOR COUNCILS

Council Public Sector offices frequently store and archive documents from their projects, services and administration areas which result in filing cabinets and archive boxes full of paper files throughout many areas.

Most of these departments are likely to have documents stored and the storage need grows over time.

Some council document types that fall into this category are:

  • Area planning and Architects
  • Building control and regulations
  • Invoices and accounts statements
  • Housing records
  • Service assessment and referral documents
  • Parking Services
  • HR

Benefits and Claims
The time it takes for each member of staff in each department to search for a specific document among the many filing units can add up to many hundreds of hours over the course of a year

There is always a risk with paper files over potential fires, floods, lost or stolen data. Most local government organisations would be starting records from scratch if disaster struck.

Electronic scanning and archiving is the solution to this problem, it is a service Scantronics have provided to local councils such as Kingston and Camden to help them manage their files in a much safer, easier and more efficient manner.

By having documents scanned, you can store them safely on DVD’s or on a local network or a document management system with security levels as needed.

HOW DOES OUR SERVICE HELP YOU ?
You can look after all files on a network server, DVD or Document Management system and locate specific information using a simple text search

All staff have instant access to documents without wasting time searching through files, folders, lever arch files and storage cabinet

Files once scanned are indexed and organised electronically which can be easily backed up by your internal IT support team.

Assist compliance with your environmental policy by reducing paper in the office

Your files are accessible from many different locations and you have the ability to share relevant documents between departments or off site, password security and encryption can be added to restrict access

Large format drawings which are also kept by organisations within the public sector,can be difficult to handle when trying to locate one particular large map or plan.

Scantronics scanning services can convert these into TIFF, JPEG or PDF documents which you can search through at your convenience from your work PC.