Kensington & Chelsea Tenant Management Organisation has implemented a company-wide electronic document management system as part of its move to new offices in West London and to remove the cost and access inefficiencies of storing enormous volumes of paper documents.
Civica W2 was chosen for the core EDM system supported by Optical Record Systems, one of Civica’s preferred partners for electronic document capture, which provided back-scanning and document retrieval services.
Based on strict collection deadlines for the paper documents and electronic document uploads, ORS scanned and indexed 2.5 million documents across ten applications and then made them available to Kensington & Chelsea staff via the web while the Civica system was being implemented. ORS also provided long-term archiving for a further 2.5 million documents as well as the introduction of a scan-on-demand service.
During the project, ORS provided bi-weekly collections, each of 100 boxes of documents, from various Kensington & Chelsea sites, then scanned, indexed and uploaded around 200,000 images per week to a bespoke electronic document retrieval system hosted by ORS.
David Hughes, project Manager, Kensington & Chelsea Tenant Management Organisation, said, “ORS has provided a good service via Civica. We have been able to remove almost all of our paper files from our various offices, holding them now as electronic images or archived files at ORS’s secure storage facility, combined with ORS’s scan-on-demand service.”
Now that the W2 system is installed, ORS has provided the images and data for the seamless transfer to the Civica system, with the images now available to all Kensington & Chelsea staff, irrespective of their location.
Clare Davis from Kensington & Chelsea added, “We have been impressed by the quality of the ORS scanning and archiving service. Our users welcomed the availability of scanned images via the web while we installed the Civica W2 system where they are now stored and integrated with our Academy housing management system.”