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Case Study

Solar Communications, Bristol

With an 18 year history of installing innovative business phone systems across the south west, Solar Communication, based in Bristol, had a large archive in the engineering department of job files going back to their first year in business. Every installation had been documented and stored. The only problem was the lack of space available in their building and the need to provide additional desk for their engineers.

Click2Scan collected 14 filing cabinets and took them back for scanning. During the project, files were still needed and these were scanned on demand and emailed back. The remainder of the files were scanned and converted and indexed for their ADOS document management system.

The impact on the business was positive, with the additional office space vacated by the cabinets a big improvement on morale and efficiency.

Future Financial, Bath

Future Financial had over 900 client files stretching back 10 years that were not only taking up valuable office but actually causing problems to the floors of their Georgian offices.

Click2Scan were asked to provide a turn key solution for the conversion of these client files to searchable pdf. We collected all of the files over a 4 month period, preparing and scanning the files, and through the use of OCR managed to introduce X1 Desktop search so the administration team could find important compliance information without leaving their desks. The project was spread over 4 months with a "Scan on Demand" solution for any files needed on the same day.

Medical Insurance Services

MedicalInsurance Services provide specialist advice on medical insurance and have a large client portfolio stretching back many years. After having spoken to Click2Scan about a document scanner, we were asked to scan all of the client files held on site in Southampton. We collected the records, scanned then to PDF and renamed each file to a criteria that made it easy to find a record. We also created searhable text to allow fast seraching within the files. The result was a new way of working and overnight and increase in office space.

Woodwards Mortgage & Insurance Services

Woodwards have a very busy office in Street, Somerset and provide mortgage and financial services. With a new recruit starting they desperately wanted to free up office space. Within a week of contacting Click2Scan we had agreed terms and collected a room full of files which we scanned over a two month period. These files were historic mortgage and life cases and were quickly converted to searchable PDF with files names replicating their exisitng paper based filing format. We went onto collect an additional 20 filing cabinets and securely destroyed the original documents. Carl Woodward, Director was very pleased with the results "Working with PDF files takes some getting used to but the benefit to the business has been tremendous and we were deligthed the the conciencious service we received from Click2Scan."

TG Lynes

Having installed a new FileDirector document management system for Dispatch Notes, TG Lynes then asked to have 4 years worth of purchase invoices scanned. Being whoelsalers this was over 20,000 invoices. We collected 50 archive boxes in total and scanned each invoice extracting key information into a CSV file which we used to import into File Director. Derek Wheeler Finance Director commented recently - "You’ll be pleased to know that we have just had a VAT inspection and the scanned & archived items were easily the easiest to find which is great news ".