- United Kingdom
North Yorkshire County Council (NYCC) is the largest county council in the U.K. and boasts an impressive four-star comprehensive performance assessment rating from the Audit Commission. Managing sectors such as children’s and adults’ health, social care and education, environment, highways, libraries and more, NYCC employs over 24,000 members of staff and has an annual expenditure of £800 million.
Following successful implementation of Wisdom, Morse’s Electronic Document and Records Management System (EDRMS), NYCC’s challenge was to tender a scanning service to process the back-scanning of multivolume children’s case files.
The requirement was to convert 2,000 Special Education Needs files – equating to more than 2 million documents – into electronic format with a five-week turnaround. This included the collection from multiple locations, the scanning process and the provision of the electronic images in a format that could be automatically uploaded to the Wisdom EDRMS.
To meet NYCC’s turnaround time, CDS Global provided a highly secure, high-volume processing solution. After collecting the documents from eight different sites, CDS Global securely back-scanned and quality-checked each document, whilst complying with legal admissibility guidelines. The data was then encrypted and delivered back to NYCC within the five-week requirement.
Nessa Branthwaite, EDRMS project manager for NYCC, comments, “Due to the sensitive nature of the documents, security was paramount throughout the entire capture process. CDS Global has the capabilities to offer a highly secured process carried out by Criminal Records Bureau checked employees in segregated areas within the company.”
NYCC was impressed with CDS Global’s fast and professional response to a critically important project. The job was undertaken quickly and effectively with a great deal of consideration toward the timescale. NYCC’s Branthwaite comments further, “For CDS Global to come in at short notice and meet such a tight deadline, whilst maintaining a high level of service, was very impressive.”
NYCC staff can now access the EDRMS and instantly view documents associated with a particular client. By selecting CDS Global for this contract, NYCC anticipates some major benefits including:
Managing records – The ability to maintain electronic data integrity, security and access allows for significant efficiency and productivity gains as well as increased confidence in the data and removes any potential risks associated with duplication, data loss and paper management.
Enabling transformation – Providing a capability that can capture, manage and control documents and records in electronic format underpins many transformational initiatives including remote working, office restructuring, centralising administration and other services, and more.
Instant and improved decision making – Accurate, secure records are readily available 24 hours a day, seven days a week to all appropriate parties requiring access from wherever they may be located, even for remote workers.
Multi-user access – Many people are involved in delivering a service both within and outside of an organisation and the ability to be provided access to records at the same time is critical.
Reduced storage – Electronic records facilitate office moves by reducing the volume of storage space required, allowing for more effective use of space as well as potential savings if locations can be rationalised as a result.
For more information:
www.cdsglobal.co.uk
+44 (0)1858 468811
sales@cdsglobal.co.uk