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Staffordshire County Council Case Study

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UK Council successfully digitises files with the help of EzeScan!

About
Staffordshire County Council

Industry:
Government
Solution:
Simplified Back Scanning
Digital Transformation
Stafford County Council in the UK has planned a move to its brand new HQ to relocate its 1500 staff from seventeen different locations under one roof.

Staffordshire County Council installs Kodak scanners with EzeScan to support the opening of a brand new HQ and relocation of 1500 staff. Here’s how it worked...

Challenge: 
Limited physical storage space has been incorporated into the new HQ which brings the need for the council to implement a digitisation strategy to efficiently ‘back-scan’ the paperwork from each department.
Solution: 
Two Kodak i620 scanners, along with an EzeScan capture solution have been implemented to digitise each departments files in the lead up to the move. With EzeScan, text searchable PDFs will be produced and accessible through the councils shared network drive or imported directly into the councils EDRMS. EzeScan was chosen not only for its cost effectiveness but its seamless integration with the councils current EDRMS Micro Focus Content Manager (HP TRIM). When records of the same type are scanned, the system has been configured to import documents on the basis of one piece of information, the councils ID number, which saves time from excessive manual data entry.
Results: 
Once the move to the new HQ is complete, the council plans to offer a scan-on-demand service to cater for all their ongoing digitisation needs.
“It’s fair to say that installing a high performance scanning solution has proven cost effective for Staffordshire County Council given the volume of documents they have to process. Consistency and quality is guaranteed, along with security, with staff then able to use the information in its EDRMS to deliver a faster service to members of the public when they contact the council.” - Neil Murphy, Kodak’s UK Sales Manager
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