Document Scanning for Councils & Public Sector
Council departments and Public Sector offices frequently store and archive documents from projects, services and administration which can result in filing cabinets full of paper files throughout many buildings. The majority of these departments are likely to have documents stored which will always grow over time.
These council document types will often fall into that category:
- Area planning applications
- Building control and regulations
- Supplier invoices and accounts statements
- Housing records
- Service assessment and referral documents
- Clients personal information
- Human Resource/employee files
- Benefits paperwork
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 hours in just one week! Not to mention the risk that is being run with any potential fires, floods, lost or stolen data. Some local government organisations would be starting records from scratch if any of these things happened.
Electronic scanning and archiving is a solution to this, it is a service which we have recently provided to local councils and Universities to help them manage their files in a much safer, easier and more efficient manner. By having your documents scanned in you can store them safely on CD’s or on a local network with security levels.
How can Scanning and Archiving help you?
- Look after all files on a network or CD and locate specific information using a simple text search
- You and your staff have instant access to documents without wasting time searching through paper files and cabinets
- Gain the plaudits first if the solution is implemented throughout other departments. Most organisations will be taking this step eventually
- Applications are indexed and organised electronically which can be easily backed up
- Help the environment by reducing paper flow in the office
- Files are accessible from different locations with the ability to share relevant documents between departments or off site and security levels can be added for restricted access
Microfilm/microfiche and large format drawings are also kept by organisations within the public sector, these can prove tricky when trying to locate one particular slide from a film or find that large map/plan. With our scanning services we can convert these into TIFF, JPEG or PDF documents which you can search through at the convenience of your desktop.
To find out more about our scanning and archiving for local councils and the public sector call Pearl Scan on 0161 832 7991.
Tel: 0161 832 7991
E-mail: sales@pearl-scan.co.uk
